IRIS Services UK _ Privacy Policy

Privacy

Iris Service Delivery UK Limited

Please click here for our Data Protection Policy

Data protection privacy notice (recruitment)

This notice explains what personal data (information) we will hold about you, how we collect it, and how we will use and may share information about you during the application process. We are required to notify you of this information, under data protection legislation. Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.

Who collects the information

Iris Service Delivery UK Limited (‘Company’) is a ‘data controller’ and gathers and uses certain information about you. This information is also used by our affiliated entities and group companies, namely Nokia UK Limited and so, in this notice, references to ‘we’ or ‘us’ mean the Company and our group companies.

Data protection principles

We will comply with the data protection principles when gathering and using personal information, as set out in this Privacy Notice  and in our Data Protection Policy.

About the information we collect and hold

The table set out in Part A of the Schedule below summarises the information we collect and hold up to and including the shortlisting stage of the recruitment process, how and why we do so, how we use it and with whom it may be shared.
The table in Part B of the Schedule below summarises the additional information 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 information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.

Where information may be held

Information may be held at our offices and those of our group companies, and third party agencies, service providers, representatives and agents as described above.

How long we keep your information

We keep the personal information 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 information will depend on whether your application is successful and you become employed by us, the nature of the information concerned and the purposes for which it is processed.
We will keep recruitment information (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. If there is a clear business reason for keeping recruitment records for longer than the recruitment period, we may do so but will first consider whether the records can be pseudonymised, and the longer period for which they will be kept.
If your application is successful, we will keep only the recruitment information that is necessary in relation to your employment. For further information, see Data Protection (employment) Privacy Notice.

Your rights to correct and access your information and to ask for it to be erased

Please contact our Data Protection Officer (DPO), who can be contacted on 01480 274 189 if (in accordance with applicable law) you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice. You also have the right to ask our Data Protection Officer for some but not all of the information we hold and process to be erased (the ‘right to be forgotten’) in certain circumstances. Our Data Protection Officer will provide you with further information about the right to be forgotten, if you ask for it.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information 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.

How to complain

We hope that our Data Protection Officer can resolve any query or concern you raise about our use of your information. If not, contact the Information Commissioner at https://ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.


    1. Up to and including the shortlisting stage

The information we collect

How we collect the information

Why we collect the information

How we use and may share the information

Your name and contact details (i.e. address, home and mobile phone numbers, email address)

From you

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

To enable HR personnel or the manager of the relevant department to contact you to progress your application, arrange interviews and inform you of the outcome
To inform the relevant manager or department of your application

Details of your qualifications, experience, employment history (including job titles, salary and working hours) and interests

From you, in the completed application form and interview notes (if relevant)

Legitimate interest: to carry out a fair recruitment process
Legitimate interest: to make an informed decision to shortlist for interview and (if relevant) to recruit

To make an informed recruitment decision
The person making the shortlisting decision will receive pseudonymised or anonymised details only; if you are invited for interview, the interviewer will receive non-anonymised details

Your name, contact details and details of your qualifications, experience, employment history and interests

[From you, in the completed application form and interview notes (if relevant)]

[Legitimate interest: to carry out a fair recruitment process]
[Legitimate interest: if you are unsuccessful in your application, your details may be passed on to an associated company to see if they have any suitable vacancies]

[To see whether an associated company has any suitable vacancies]

Information regarding your criminal record

From you, in your completed application form

To comply with our legal obligations
For reasons of substantial public interest (preventing or detecting unlawful acts, suspicion of terrorist financing or money laundering in the regulated sector and protecting the public against dishonesty)

To make an informed recruitment decision
To carry out statutory checks
Information shared with DBS and other regulatory authorities as required
For further information, see * below

Details of your referees

From your completed application form

Legitimate interest: to carry out a fair recruitment process

To carry out a fair recruitment process
To comply with legal/regulatory obligations
Information shared with relevant managers, HR personnel and the referee


    1. Before making a final decision to recruit

The information we collect

How we collect the information

Why we collect the information

How we use and may share the information

Information about your previous academic and/or employment history, including details of any conduct, grievance or performance issues, appraisals, time and attendance, from references obtained about you from previous employers and/or education providers

From your referees (details of whom you will have provided)

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 obtain the relevant reference about you
To comply with legal/regulatory obligations
Information shared with relevant managers and HR personnel

Information regarding your academic and professional qualifications

From you, from your education provider, from the relevant professional body

Legitimate interest: to verify the qualifications information provided by you

To make an informed recruitment decision

Information regarding your criminal record

From you and from the Legal Authorities

To perform the employment contract
To comply with our legal obligations
Legitimate interest: to verify the criminal records information provided by you

To make an informed recruitment decision
To carry out statutory checks
Information shared with  legal authorities as required

Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information

From you and, where necessary, the Home Office

To enter into/perform the employment contract
To comply with our legal obligations
Legitimate interest: to maintain employment records

To carry out right to work checks
Information may be shared with the Home Office

A copy of your driving licence

From you

To enter into/perform the employment contract
To comply with our legal obligations
To comply with the terms of our insurance

To make an informed recruitment decision
To ensure that you have a clean driving licence
Information may be shared with our insurer