Potential Employee Policy
We collect and process your personal data in order assess your suitability against one or more internal vacancies.
What information do we collect?
We may collect any of the following:
1. Full name.
2. Contact information including address, phone number and email.
3. Work history and education/qualifications (CV).
4. Job preferences including role; industry; geographical areas and salary.
5. A log of our communications with you by email and telephone.
6. Any other information that is held within your CV that is relevant to our purpose.
7. Full details of job offers.
8. Special Category Data: race, ethnic origin etc.
9. References, where applicable.
10. Outcome of criminal record checks and security clearances, where applicable.
11. Details as part of our onboarding process including: your image; bank details, P45/HMRC Starter Checklist, Passport.
How do we collect your information?
We may receive a CV from a Recruitment Agency we have chosen to engage with for the purposes of filling our vacancy.
We may also use a variety of methods to source the right caliber of candidate such as LinkedIn and job boards/cv libraries.
When we collect your data in this way we will inform you that we hold personal data about you, the source the personal data originates from and whether it came from publicly accessible sources, and for what purpose we intend to retain and process your data. We will do this within one month from the date of collection.
How do we use your information?
We use your information:
1. conduct internal recruitment activities;
2. process employment application;
3. make an offer of employment;
4. conduct internal onboarding process prior to start date;
5. to comply with any legal and regulatory requirement.
Our basis for processing your data
As a recruitment consultancy we introduce Candidates to Clients for permanent employment or contractor opportunities.
As part of conducting our day to day operations we rely on a team of experienced and qualified staff, and the ability to recruit those team members.
That is our legitimate interest for processing your data at the initial stage of our Recruitment and Selection process.
Once an offer is made and accepted we may rely on your consent to process Special Category Data as well as certain legal/contractual obligations for processing data.
Who we share your data with
In order to process your application for employment, make an offer and commence our onboarding process we will need to share your data with certain third parties who process your data on our behalf.
1. Various third party providers including:
a. our Applicant Tracking System;
b. email provider, cloud storage provider, email security provider and telecoms provider;
c. software used as part of our onboarding process;
d. our HR portal;
2. Any referees you have provided
There will be occasions where your personal data is shared with third parties operating outside the EU and EEA.
We require minimum standards of confidentiality and data protection from such third parties. To the extent that any personal information is provided to third parties outside the EEA, or who will access the information from outside the EEA, we will ensure that approved safeguards are in place, such as the approved Model Clauses or the EU/US Privacy Shield.
How long do we keep your information for?
We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirement.
We maintain detailed policies and procedures regarding how and for how long we retain your personal data.
What are your rights?
You have certain, specific rights with respect to how we process your data. Saragossa is committed to ensuring that your rights are protected.
The GDPR sets out the following rights applicable to data subjects:
2. The Right of Access. You may request access to a copy of your personal data by contacting us on the details below.
3.The Right to Rectification. You may ask us to rectify inaccurate information held about you. We will also get in touch with you periodically to ensure that we hold the correct details and most up to date version of your information i.e. your CV.
4. The Right to Erasure. You may ask us to delete your personal data. We may not be able to erase your personal data if there is an overriding contract/legal basis for retaining it, but we will let you know this reason in response to your request. Please note that in the event you wish to exercise these rights, we may be unable to process any applications (including those in-flight).
5. The Right to Restrict Processing. You may ask us to restrict the processing of your personal data, and we will comply when one of the following applies:
a. you are contesting the accuracy of your personal data that we hold, while we verify the accuracy of your personal data
b. the way we are processing the personal data is unlawful and you oppose the erasure of the personal data and request the restriction of their use instead
c. we no longer need the personal data for the purposes of the processing, but you need the personal data to establish, exercise or defend legal claims; or
d. you have objected to processing in the public interest or in relation to our legitimate interest, pending the verification whether any legitimate grounds we may have override your right.
While you have restricted its processing, we will only store your personal data in question, and may process it only with your consent or to establish, exercise or defend legal claims or protect the rights of another natural or legal person or for reasons of important public interest. We will notify you before lifting the processing restriction.
6. The Right to Data Portability. You may ask us to provide you with the personal information that we hold about you in a structured, commonly used, machine-readable format, or ask us to send such information to another data controller, where:
a. the processing is based on consent or on a contract; and
b. the processing is carried out by automated means.
Where technically feasible, we will transmit your personal data directly to the other controller.
7. The Right to Object. You have the absolute right to object to the processing of your data in relation to direct marketing. You can also object to Saragossa processing your data in connection with our legitimate purpose.
8. Rights with respect to Automated Decision-Making and Profiling. You have the right not to be subject to a decision based solely on automated processing, including profiling. At present all of our decisions involve human decision-making.
9. Right to lodge a complaint with your data protection supervisory authority. In the event you believe that we are processing your personal data otherwise than in accordance with the provisions of the GDPR, you have the right to lodge a complaint with the data protection supervisory authority located in the EU jurisdiction where you reside. For the UK, the supervisory authority is the UK Information Commissioner’s Office ico.org.uk
Saragossa does not knowingly collect information from children under the age of 16 and Saragossa does not target its Website or any of its services to children under the age of 16.
Security and Data Storage
At Saragossa we are committed to protecting the information you provide to us. To prevent unauthorised access or disclosure, to maintain data accuracy, and to ensure the appropriate use of the information, Saragossa has in place appropriate technological and operational procedures to safeguard the information we collect.
This policy was last amended on 05 February 2024
How you can contact us
48-52 Baldwin Street