Candidate data privacy notice

What is the purpose of this document?

As part of any search process, Altima collects and processes personal data relating to candidates. Altima is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does Altima collect?

Altima collects a range of information about you. This may include:

• your name, address, date of birth, gender, marital status and dependants, nationality and contact details, including email address and telephone number;
• details of your qualifications, skills, aptitude, experience and employment history (including job titles, work history, working hours, training records and professional memberships);
• information about your current level of remuneration, including benefit entitlements;
• information about any medical conditions that you have for which reasonable adjustments need to be made during the search process;
• information about your entitlement to work in the UK.

Altima collects this information in a variety of ways. For example, some data might be obtained from publicly available sources, for example LinkedIn or company websites. Data might be contained in CVs or resumes that you provide, or obtained from you via conversations or email communications. Altima will also collect personal data about you from employment referees. Altima will inform you if it intends to seek information from referees and will do based on information that you provide.

Data will be stored in a range of different places, including in our case management systems and on other IT systems (including email).

Why does Altima process personal data?

We believe that it is in the legitimate interests of you, Altima and our clients to process your personal data. Processing personal data from candidates allows Altima and its clients to manage the search process, identify prospective candidates, assess candidates’ suitability for roles, progress candidates’ interest in roles and ultimately place candidates into roles. Altima may also need to process personal data relating to candidates to respond to and defend against legal claims.

Where Altima 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 candidates and has concluded that they are not.

Altima may process health information relating to candidates if either it, or its clients, needs to make reasonable adjustments to the search process for candidates who have a disability. This is to allow both Altima and its clients to carry out their legal obligations in relation to employment.

Who has access to data?

Your information will be shared internally within Altima and with our partner organisations Forme Partners and Albany Ltd, for the purposes of search processes.

Altima will share your data with other third parties in limited circumstances and only after notifying you that we will do so. For example, Altima will share your data with our client in order to progress your interest in a role, and will also share your data with your referees nominated by you in order to obtain references for you.

Your data may be transferred to countries outside the European Economic Area (EEA) when it is stored in our cloud based IT and case management systems. Data is transferred outside the EEA in accordance with the conditions set out in the GDPR and only to countries that have been certified by the European Commission as having an adequate level of data protection in place. For example, where our cloud service providers hold your data on servers in the United States, they are certified under the EU-U.S. Privacy Shield Framework.

How does the organisation protect data?

Altima takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees and our partner organisations’ employees in the proper performance of their duties.

For how long does Altima keep data?

Subject to the rights set out below, Altima will hold personal data relating to prospective and actual candidates for the duration of the search process and for an indefinite period of time after the search process in order that we can provide ongoing support to candidates by assessing their suitability for any future roles and bringing potentially suitable roles to their attention.

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 Altima to change incorrect or incomplete data;
• require Altima to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
• object to the processing of your data where Altima is relying on its legitimate interests as the legal ground for processing; and
• ask Altima to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override Altima's legitimate grounds for processing data.

If you would like to exercise any of these rights, please contact Emily de Sausmarez, Office Administrator on 0203 745 3780 or by email at emily@wearealtima.com

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

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to Altima. However, if you do not provide the information, Altima may not be able to progress your interest in a role properly or at all.

Automated decision-making

Altima does not operate search processes based solely on automated decision-making.