Candidate Privacy Policy

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".

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.

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.

You have the following rights, although these rights may be limited in some circumstances:

• Ask us to send a copy of your data to you or someone else
• Ask us to restrict, stop processing, or delete your data
• Object to our processing of your data
• Ask us to correct inaccuracies

If we rely on consent to process data, you can withdraw consent by email to the address above.

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.

Data may be held:

• at our offices and those of third party agencies, representatives and agents as described in the Schedule; and

on our applicant tracking system Monday.com operated by monday.com ltd.

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.

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.

The data we collect

How we collect the data

Why we collect the data (purpose)

Legal basis for processing

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

Legitimate interest: to carry out a fair recruitment process

Legitimate interest: to make an informed decision to shortlist

Legitimate interest: to make an informed decision to recruit

Legitimate interest: Keep records related to our hiring processes.

Legitimate interest: to carry out obligations and exercise rights in employment law

For reasons of substantial public interest (preventing or detecting unlawful acts)

The data we collect

How we collect the data

Why we collect the data (purpose)

Legal basis for processing

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

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)