Martin James Group Candidate Privacy Statement

This Candidate Privacy Statement regulates the use by the Martin James Group and any associated company of the Martin James Group of “personal data” that a Data Subject (“You”) provide to the Martin James Group as a vacancy candidate when pursuing or potentially pursuing an employment opportunity with us.

What information do we collect?

To help us proactively and effectively manage all aspects of your application for employment with us, we need to collect and process your personal information. We are committed to being transparent about how we collect and use your personal information to ensure we meet our data protection obligations.

We will need access to and will process the following data to assess your suitability for a vacancy and we request that your cv only includes the following personal information.

• Name
• Address
• Email address
• Contact telephone numbers
• Right to work in UK status
• Summary of qualifications (professional & academic)
• Chronological work history
• Summary of key skills

If you are successful in any application with us, we will need access to and will process the following data as part of our Offer and onboarding process.

• Name
• Address
• Email address
• Contact telephone numbers
• Right to work in UK status
• Summary of qualifications (professional & academic)
• Chronological work history
• Summary of key skills
• Date of birth
• Passport number
• Photographic identification
• Citizenship details
• Equal opportunities monitoring information
• Immigration status
• Criminal background information.

We are committed to protecting the personal data of candidates that apply for a job with us and are committed to upholding the rights of data subjects under applicable data protection laws. The personal data that you provide to us will be treated in accordance with the provisions set out in this Candidate Privacy Statement.

How do we use your information?

The personal information that we collect on you may be used in several ways, including:

• to assess your potential suitability to the role for which you are applying;
• arrange and conduct telephone interviews;
• arrange and conduct face-to-face interviews;
• assess interview results;
• arrange psychometric testing;
• perform relevant administration functions
• update you about future vacancies.

We may keep a copy of your personal data in relevant databases or other suitable storage containers.

Where we process any other special categories of personal data, such as information about ethnic origin, sexual orientation, health, religion or belief, this is done solely for the purpose of equal opportunities monitoring, or to directly benefit you. It is only ever collected and processed with your consent.

We have a legitimate interest in collecting and using some of your information as part of the recruitment process.

Where we have a legitimate interest for processing data, we have considered whether or not those interests are overridden by the rights and freedoms of the individual and we have concluded that they are not.

How long do we keep your information for?

Unless there is a legal reason for us to keep your personal information for longer, we’ll keep and use your data for a period of two years so that we can keep you informed about potential career opportunities within the Martin James Group or associated companies.

Where you do not give us consent to keep your information for two years we have a legitimate interest to keep your information for a period of six months following the closure of the vacancy you have applied for.

Where we collect and use your personal information for legitimate reasons, we’ll only keep that information for as long as those legitimate reasons exist.

Who do we share your personal information with?

Your personal information will be shared internally, including with:

• Martin James Group People team
• Recruiting Managers
Your personal information will only be shared where it’s necessary for the purposes identified.
We’ll only share your data with third parties to:
• Obtain pre-employment references from other employers.
• Obtain employment background checks from third-party providers.
• Obtain necessary criminal records checks.

How do we keep your information secure and confidential?

We take the security of your personal information extremely seriously and have internal policies and controls in place to ensure that your information is not lost, accidentally destroyed, misused or disclosed, or accessed other than as described.

We have implemented generally accepted standards of technical and operational security to protect personal data from loss, misuse, alteration, or destruction. Only authorized employees of Martin James Group and of our third party service providers are provided access to personal data, and these employees and third party service providers are required to treat this information as confidential.

What are your rights?

You have a number of rights in relation to your personal information:

• You have the right to be informed about how we use your information (this document).
• You have the right to request a copy of your personal information.
• You have the right to correct inaccurate information.
• You have the right to have your information erased.
• You have the right to object to it being processed.
• You can ask us to restrict your information being processed for a period if the information is considered inaccurate or there is a dispute about the grounds for it being processed.

However, you should be aware that not all of these rights are absolute. There are circumstances, where we have an obligation, legal or otherwise, or the right to process your personal information, and therefore your request may be challenged or denied where we believe there is good cause to do so.

If you would like to make a request to access, review, or correct the personal data we have collected about you, or to discuss how we process your personal data, please contact us at peopleteam@martinjamesgroup.com

Third party job sites

The Martin James Group advertises employment opportunities on third party job sites and other recruitment channels. If you apply for an employment opportunity through a third-party job site and other recruitment channel, then that organisations Privacy Policy/Notice shall apply. Such third-party job site and other recruitment channel will either pass on relevant personal data to the Martin James Group or will redirect you to the Martin James Group job site. If you do not consent to the Privacy Policy/Notice terms of such relevant third-party job site or other recruitment channel, then that recruitment service may not disclose your relevant personal data to us.

Use of social media

The Martin James Group has a legitimate interest for processing data that is publicly available through social media sites such as, but not limited to LinkedIn, Facebook and WhatsApp or internet browsers such as, but not limited to, Google.

Cookies and other tracking technologies

The Martin James Group may use first party and third party cookies, web beacons, pixels, clear gifs, and other similar technologies (collectively “Cookies and Other Tracking Technologies”) to identify you and your interests, to remember your preferences, and to track your use of our websites. We also use Cookies and Other Tracking Technologies to control access to certain content on our websites, to protect the websites, and to process any requests that you make of us.

The Martin James Group reserves the right to modify this Privacy Notice. We will post any changes to our Privacy Notice on this page. Please check this page regularly to keep up-to-date.