| 1. INTRODUCTION | |||||
|---|---|---|---|---|---|
| Who are we? | We are Aonic Publishing Ltd trading as Megabit Publishing, a limited company incorporated in England with company registration number 14490640 and its registered office address at Unit 2e, Second Floor Zetland House, 5-25 Scrutton Street, London, England, EC2A 4HJ (“Megabit”, “we” or “us”). Where we decide the means or purpose of processing your personal data, we are the data "controller". | ||||
| What’s this notice about? | This notice applies to information that you share with us directly or that we may otherwise lawfully produce or receive from third parties such as recruitment agencies, background check providers, your references or networking websites. This notice explains what personal data we may receive from you or about you, how we will collect it, how we will use and who we may may share it with during the recruitment process. We may update this notice from time to time as necessary. When we make changes, we will change the “last updated” date above. We encourage you to check back periodically for the most recent version. If there are any material changes to this notice, we will notify you as required by applicable law. | ||||
| How do you contact us? (if you have questions about this notice or to exercise your rights) | Write to us at: dataprotection@megabit-publishing.com. If we can’t resolve your issue, you can also get in touch with the Information Commissioner’s Office: https://ico.org.uk/concerns. | ||||
| What are your rights? | You have the following rights, although these rights may be limited in some circumstances:
If we rely on consent to process data, you can withdraw consent by email to the address above. | ||||
| 2. WHAT DATA WE MAY COLLECT DURING THE RECRUITMENT PROCESS | |||||
Part A of the Schedule summarises the data we collect and hold up to and including the interviewing stage of the recruitment process, how and why we do so, how we use it and with whom it may be shared. Part B of the Schedule summarises the additional data we collect before making a final decision to recruit, i.e. before making an offer of employment unconditional, how and why we do so, how we use it and with whom it may be shared. We seek to ensure that our data collection and processing is always proportionate. We will notify you of any changes to data we collect or to the purposes for which we collect and process it. Where permitted by applicable law, or when you consent, we may also collect, store, and use more sensitive personal information, should you choose to provide it, such as information about your race or ethnicity, sexual orientation, gender identity and information about your disability status, which are special categories of personal information. We will use this information to help us maintain equal opportunities best practice and identify barriers to workforce equality. We may also use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during your interview. | |||||
| 3. WHERE DATA MAY BE HELD | |||||
Data may be held:
on our applicant tracking system Monday.com operated by monday.com ltd. | |||||
| 4. HOW LONG WE KEEP YOUR DATA | |||||
We keep the personal data that we obtain about you during the recruitment process for no longer than is necessary for the purposes for which it is processed. How long we keep your data will depend on whether your application is successful and you become employed by us, the nature of the data concerned and the purposes for which it is processed. Nevertheless, your data will be permanently deleted automatically from our ATS within 6 months of confirming the outcome of your application. We may keep recruitment data (including interview notes) for no longer than is reasonable, taking into account the limitation periods for potential claims such as race or sex discrimination (as extended to take account of early conciliation), after which they will be destroyed. | |||||
| 5. KEEPING YOUR PERSONAL DATA SECURE | |||||
We have appropriate security measures in place to prevent personal data from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your data will do so only in an authorised manner and are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so. | |||||
| SCHEDULE | |||||
| Part A. (data collected from you up to the interviewing stage) | |||||
The data we collect | How we collect the data | Why we collect the data (purpose) | Legal basis for processing | How we may share the data | |
| Your name and email address and other contact information contained in your CV | From you - in information contained in your submitted application and CV | So that we can contact you to progress your application, arrange interviews and inform you of the outcome at all stages To inform the relevant manager or department of your application | Legitimate interest: to carry out a fair recruitment process Legitimate interest: to progress your application, arrange interviews and inform you of the outcome at all stages | Hiring manager and other members of the hiring team will have access to this information via our ATS to enable them to contact you | |
| Details of your qualifications, experience, employment history (including job titles, salary and working hours) and interests | From you - in the submitted application form, your CV and in interview notes (if relevant) | So that we can make an informed decision about which candidates to shortlist for interview and ultimately recruit | Legitimate interest: to carry out a fair recruitment process Legitimate interest: to make an informed decision to shortlist | Hiring manager and other members of the hiring team will have access to this information via our ATS | |
| Any information you provide us in advance of or during an interview and/or any assessment undertaken in your interview. | From you | To assess and confirm a candidate’s suitability for employment | Legitimate interest: to make an informed decision to recruit Legitimate interest: Keep records related to our hiring processes. | Information shared with relevant managers and HR personnel | |
| Information about your health, including any medical conditions if necessary, to provide appropriate adjustments during the recruitment process. | From you - in the submitted application form and in interview notes (if relevant) | So that we can provide appropriate adjustments for you during the recruitment process | Legitimate interest: to carry out a fair recruitment process | Hiring manager and other members of the hiring team will have access to this information via our ATS to enable them to contact you | |
| Details of your right to work in the United Kingdom. | From you – in the submitted application form and in interview notes (if relevant). | To check if you have the right to work in the United Kingdom in accordance with our legal obligations | Legitimate interest: to carry out obligations and exercise rights in employment law For reasons of substantial public interest (preventing or detecting unlawful acts) | Hiring manager and other members of the hiring team will have access to this information via our ATS | |
| If your application is unsuccessful at this stage, in some circumstances we may anonymise or de-identify your information so that it no longer directly identifies you as an individual, in which case we may use such information without further notice to you. | |||||
| Part B. (data collected from you before making a final decision to recruit) | |||||
The data we collect | How we collect the data | Why we collect the data (purpose) | Legal basis for processing | How we may share the data | |
| Information about your previous academic and/or employment history from references obtained about you from previous employers and/or education providers | From your referees (details of whom you will have provided) | So that we can make an informed decision about your recruitment | Legitimate interest: to make an informed decision to recruit To comply with our legal obligations Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice | Information shared with relevant managers and HR personnel | |
| Details of your referees | From you – provided by you | To obtain a reference about you, so that we can make an informed decision about your recruitment | Legitimate interest: to carry out a fair recruitment process | Data shared with relevant managers, HR personnel and the referee | |
| Details of your right to work in the United Kingdom and data from related document such as your passport or other identification and immigration information | From you and the Home Office | To enter into/perform the employment contract To carry out right to work checks in accordance with our legal obligations | Legitimate interest: to maintain employment records To carry out obligations and exercise rights in employment law For reasons of substantial public interest (preventing or detecting unlawful acts) | Information may be shared with the Home Office | |
| Information regarding your academic and professional qualifications | From you, from your education provider, from the relevant professional body | To make an informed recruitment decision | Legitimate interest: to verify the qualifications information provided by you | ||
| You are required (by law or in order to enter into your contract of employment) to provide the categories of data in Part B of this Schedule to us to enable us to verify your right to work and suitability for the position. If you fail to provide information when requested, we will not be able to process your application successfully. For example, if we require references for this role and you fail to provide us with relevant details, we will not be able to take your application further. | |||||