AMICULUM job applicant privacy notice

Data controller:

AMICULUM, The Boathouse, Clarence Mill, Bollington, SK10 5JZ

For the purposes of this privacy notice, AMICULUM shall cover all trading names and companies of AMICULUM Limited.

As part of any recruitment process, AMICULUM collects and processes personal data relating to job applicants. AMICULUM is committed to being transparent about how it collects and uses those data and to meeting its data protection obligations.

What information does AMICULUM collect?

AMICULUM collects a range of information about you. Data collected may vary depending on the locale of the vacancy and its jurisdiction. This may include, but is not limited to, the below categories:

  • Your name, address and contact details, including email address and telephone number
  • Details of your qualifications, skills, experience and employment history
  • Information about your current level of remuneration, including benefit entitlements
  • Whether or not you have a disability for which AMICULUM needs to make reasonable adjustments during the recruitment process
  • Information about your entitlement to work in the country to which you have applied
  • Information about your ethnic origin, sexual orientation, health and religion or belief

AMICULUM collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumés, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

AMICULUM will also collect personal data about you from third parties, such as references supplied by former employers and may collect information from criminal records and other pre-employment checks permitted by law. AMICULUM will seek information from third parties only once a job offer to you has been made and will consult with you as to the timing of this. You will be provided with a new employee privacy notice once we have received satisfactory references.

Data will be stored in a range of different places, including on your application record, in our recruitment system, our HR management systems and on other IT systems (including email).

Why does AMICULUM process personal data?

AMICULUM needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.

In some cases, AMICULUM needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the country in which the job will be based before employment starts.

AMICULUM has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows AMICULUM to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. AMICULUM may also need to process data from job applicants to respond to and defend against legal claims.

Where AMICULUM relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of applicants and candidates and has concluded that they are not.

AMICULUM processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.

Where AMICULUM processes other special categories of data, such as information about ethnic origin, sexual orientation, or religion or belief, this is to ensure fairness in our recruitment process.

For some roles, AMICULUM may be obliged to seek information about criminal convictions and offences. Where AMICULUM seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.

Who has access to data?

Your information will be shared internally for the purposes of recruitment. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.

AMICULUM will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. AMICULUM will seek information from third parties only once a job offer to you has been made and accepted, and will inform you that it is doing so.

Your data may be transferred outside the European Economic Area (EEA) for the purposes of recruitment. Your data will only be transferred if it is relevant to a recruitment process or if we are considering you for other employment opportunities. Data transferred out of the EEA will be on the basis of intercompany agreements to safeguard personal data and will only be available to authorized AMICULUM personnel.

How does AMICULUM protect data?

AMICULUM takes the security of your data seriously. AMICULUM has internal policies and controls in place to try to ensure that your data are not lost, accidentally destroyed, misused or disclosed, and are not accessed except by our employees in the proper performance of their duties.

AMICULUM uses a secure and restricted third-party applicant tracking system to manage your data related to recruitment activities. Only authorized personnel have access to this system. AMICULUM has an IT, Communications and Social Media policy, which addresses data security. AMICULUM also has a data protection policy. If you would like any additional information about these policies, please contact Tom Davies at tom.davies@amiculum.biz.

For how long does AMICULUM keep data?

If your application for employment is unsuccessful and we think we might be able to offer you future employment opportunities, or we interviewed you, AMICULUM will hold your data on file for 2 years after the end of the relevant recruitment process. AMICULUM will only keep your data if you agree at the point of application, after reviewing this notice. At the end of that period, or once you withdraw your consent, your data are deleted and/or destroyed.

If your application for employment is unsuccessful and we did not invite you to an interview, AMICULUM will hold your data on file for a period of 6 months after the end of the relevant recruitment process. At the end of that period, your data are deleted and/or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. You will be provided with a new employee privacy notice before your information is transferred.

Use of data processors

Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organization apart from us. They will hold it securely and retain it for the period we instruct.

If you use our online application system, you will provide the requested information to Recruitee, who provide our applicant tracking system. Once you click ‘submit application’ your information will be processed by Recruitee and they will hold the information you submit. Only authorized AMICULUM personnel have access to it.

You can review the Recruitee privacy notice here: https://recruitee.com/privacy.

Recruitee will provide us with management information about our recruitment campaigns. This is anonymized information that tells us about the effectiveness of campaigns, for example, from which source did we get the most candidates. This anonymized information will be retained indefinitely for statistical reporting only and does not infringe upon your rights.

How does AMICULUM make decisions about recruitment?

Recruitment processes are not based on automated decision-making.

Final recruitment decisions are made by hiring managers and members of our recruitment and HR teams. All the information gathered during the application process is taken into account.
You can ask about decisions made about your application by emailing Tom Davies at tom.davies@amiculum.biz or writing via post to AMICULUM, The Boathouse, Clarence Mill, Bollington, SK10 5JZ.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to AMICULUM during the recruitment process. However, if you do not provide the information, AMICULUM may not be able to process your application properly or at all.

Your rights

As a data subject, you have a number of rights. You can:

  • Access and obtain a copy of your data on request
  • Require AMICULUM to change incorrect or incomplete data
  • Require AMICULUM to delete or stop processing your data, for example where the data are no longer necessary for the purposes of processing
  • Object to the processing of your data where AMICULUM is relying on its legitimate interests as the legal ground for processing
  • Ask AMICULUM to stop processing data for a period if data are inaccurate or there is a dispute about whether or not your interests override AMICULUM’s legitimate grounds for processing data

If you would like to exercise any of these rights, please contact Tom Davies via email at tom.davies@amiculum.biz or write via post to AMICULUM, The Boathouse, Clarence Mill, Bollington, SK10 5JZ.

If you believe that AMICULUM has not complied with your data protection rights, you can complain to the Information Commissioner.

Links to other websites

This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Changes to our privacy policy

We keep our privacy policy under regular review. This privacy policy was last updated on Wednesday 16 May 2018.