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Recruitment Privacy Notice

What is the purpose of this Privacy Notice?

Welcome to Phastar’s Recruitment Privacy Notice. (Note Phastar is the trading name of VIVOS Technology Limited)

You are being provided with a copy of this Privacy Notice because you are applying for work with us – whether as an employee or contractor. 

This Notice makes you aware of how and for what purposes your personal data will be used and for how long it will usually be retained. 

It provides you with certain information that must be provided under the General Data Protection Regulation (EU) 2016/679 (GDPR).

Before you provide us with any Personal Data, you should read through this Privacy Notice in full and make sure that you are comfortable with our privacy practices.

Controller

For the purposes of applicable data protection and privacy laws, Phastar with its registered offices at 2D Bollo Lane, Chiswick, 

London W4 5LE, is considered the “Data Controller” in respect of the Personal Data that it collects, uses and manages in accordance with this Privacy Notice. 

Data Protection Principles

We will comply with Data Protection Law and Principles, which means that your data will be :

  • Used lawfully, fairly and in a transparent way
  • Collected only for valid purposes that we have clearly explained to you, and not used in any way that is incompatible with those purposes
  • Relevant to the purposes we have told you about and limited only to those purposes
  • Accurate and kept up to date
  • Kept only as long as necessary for the purposes we have told you about
  • Kept securely

Lawful Basis for Processing

The lawful basis for processing data in the iCIMS system according to UK GDPR is Article 6 (1)(a)Consent, Special Category Data will be processed under Article 9 (b) Employment, social security and social protection (if authorised by Law) with reliance on Schedule 1 part 1 a of the UK Data Protection Act 2018.

The kind of information we hold about you

In connection with your application for work with us, we will collect, store and use the following categories of personal information about you:

  • The information you have provided to us in your curriculum vitae, application, covering letter, and/or your LinkedIn Profile or any other publicly available information sources.
  • Any contact information you have provided to us including your address and contact numbers
  • Any information you provide to us during the recruitment process, including the interview
  • This may include salary and benefit details to ensure employment offers made are competitive.

In order to comply with our legal obligations or exercise legal rights conferred upon us, we may also collect, store and use the following types of more sensitive personal information, for example:

  • Information about your health: for Equality and Diversity monitoring purposes, and to ensure that the recruitment process can make reasonable accommodations to the recruitment process for candidates with a disability.
  • If you are offered employment by Phastar we may use contact details on the system to instigate our background check process via a third-party company required for all staff, you would be informed of this and consent to these checks.

How is your personal information collected?

We collect personal information about candidates from the following sources:

  • You, the candidate, 
  • Recruitment Agencies, from which we collect data such as: CVs and eligibility of the right to work in-country
  • Your LinkedIn profile
  • Your named references, from whom we collect employment information

How we will use information about you

We will use the personal information we collect about you to:

  • Assess your skills, qualifications, and suitability for roles
  • Carry out background and reference checks, where applicable
  • Communicate with you about the recruitment process
  • Keep records related to our hiring processes
  • Comply with legal or regulatory requirements

We will use the information you provide to support our recruitment processes.

We will process the information you provide to decide whether we would like to involve you in the active recruitment process for any job roles available, including whether you meet the basic requirements to be shortlisted for the role.  If you do, we will decide whether your application is strong enough to invite you to the further assessment process including interviews.  If we decide to call you for interviews, we will use the information you provide to us at the interview to decide whether to offer you the role.  If we decide to offer you the role, we will then take up references and carry out background checks, before confirming your appointment.

Personal information not received

If Phastar do not receive personal information which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully.  For example, if we require references for a role, and you fail to provide us with relevant details, we will not be able to take your application further.

How we use particularly sensitive personal information

We will use your sensitive information in the following ways:

  • We will 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 a test or interview.

Automated decision making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision making. 

Data Sharing – Data Security

The iCIMS system has a range of information security measures in place to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.  Access to personal data provided is limited to employees, agents, contractors and other third parties, who are working to support recruitment activity, or providing IT support for the purposes of system development and technical support.  

Data Retention –  For how long will your information be used?

Initial consent for data processing on the iCIMS system remains in place for 36 months. During this period you are free to exercise your rights under GDPR to have your data deleted or be forgotten unless you have been part of a formal recruitment process for a role with Phastar e.g. interviews, whether you are the successful candidate or not we will retain your personal information for a period of 6 months after we have communicated to you our decision about whether to appoint you to the role.  We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds, and that we have conducted the recruitment exercise in a fair and transparent way. In addition, Phastar may retain your data for as long as it is necessary in order to satisfy legal or contractual obligations, or in order to establish, exercise or defend legal claims. If you delete your account, we will delete all personal data apart from your name so we can ensure we do not contact you again.

Your rights in connection with personal information

Under certain circumstances, by law, you have the right to:

  • Request access to your personal information (“data subject access request”).  This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it
  • Request correction of the personal information we hold about you.  This enables you to have any incomplete or inaccurate information we hold about you corrected
  • Request erasure of your personal information.  This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it.  You also have the right to ask us to delete ore remove your personal information where you have exercised your right to object to processing (see below)
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground
  • Request the restriction of processing of your personal information.  This enables you to ask us to suspend the processing of personal information about you, for example, if you want us to establish its accuracy or the reason for processing it
  • Request the transfer of your personal information to another party

If you want to review, verify, correct or request erasure of your personal information, object to processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact Phastar’s Data Protection Officer.

Data Protection Office

We have a Data Protection Office (DPO) who is responsible for overseeing questions in relation to this Privacy Notice.

If you have any questions about this Privacy Notice, including ay requests to exercise your legal rights, please contact the DPO at the address below

Postal Address

2D Bollo Lane, Chiswick,

London W4 5LE

Or by email to

data.privacy@phastar.com

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK Supervisory Authority for any data protection issues (www.ico.org.uk).  We would however appreciate the opportunity to deal with your concerns before you approach the ICO, so please contact us in the first instance.

Equal Opportunity Monitoring

PHASTAR is an equal opportunities employer.  We collect and monitor data for the purposes of understanding the profile of candidates and employees, to ensure we have a diverse workforce that is reflective of the community.

PHASTAR aim to achieve equality by removing any potential discrimination in the way candidates and employees are treated by fellow employees of the Company including:

  • People with disabilities
  • People of different sexual orientations
  • Transgendered and transsexual people
  • People of difference races
  • People on the grounds of their sex or gender
  • Those of faith, or no faith
  • In relation to age
  • In relation to social class or medical condition
  • Women who are pregnant, have recently given birth or are breastfeeding

Discrimination can be either direct or indirect.  Some of the above are protected characteristics under the Equality Act 2010 and discrimination is prohibited, unless there is a legal exception under the Equality Act.