Evaluate Topco Limited (company number 10333734) and its group companies, and subsidiaries, including Evaluate Limited (company number 5876322), ("Evaluate", "we", "us" or "our") are committed to protecting the privacy of recruitment candidates. We will ensure that the information you submit to us, or which we collect, via various channels, through written correspondence (including e-mail), or through any of our offices globally is only used for the purposes set out in this policy.
The Company is registered with the Information Commissioner as a data controller, with registration number Z9730905.
The organisation collects and processes personal data relating to recruitment candidates to manage the employer-candidate relationship. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
All Evaluate Group companies and subsidiaries
What information does Evaluate collect during the recruitment process?
Evaluate collects and processes a range of information about you during the recruitment process. This includes:
The organisation collects this information in a variety of ways. For example, data is collected through application forms, CVs or resumes; from correspondence with you; or through interviews, meetings or other assessments.
Data is stored within the designated ATS platform, and in other IT systems (including the organisation's email system).
Why does Evaluate process personal data?
Evaluate needs to process data to enter into an employer-candidate relationship with you, and to meet its obligations to you in accordance with the Equality Act 2010.
For example, it needs to process your data to ensure that any laws pertaining to protected characteristics are complied with.
In some cases, Evaluate needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check an employee's entitlement to work in the UK. For certain positions, it is necessary to carry out criminal records checks to ensure that individuals are permitted to undertake the role in question.
In other cases, Evaluate has a legitimate interest in processing personal data before, during and after the end of the employer-candidate relationship. Processing candidate data allows Evaluate to:
Where Evaluate 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 recruitment candidates has concluded that they are not.
Some special categories of personal data, such as information about health or medical conditions, is processed to carry out employment law obligations (such as those in relation to candidates with disabilities and for health and safety purposes).
Where Evaluate processes other special categories of personal data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is done for the purposes of equal opportunities monitoring. Data that Evaluate uses for these purposes is anonymised. Candidates are entirely free to decide whether or not to provide such data and there are no consequences of failing to do so.
Who has access to data?
Your information will be shared internally, including with members of the HR and subsequently the recruitment team.
Personal data provided will be accessible to members of the hiring team for any vacancy specifically assigned to them.
Your data may be transferred to countries outside the European Economic Area (EEA) to United States or Japan. Data is transferred outside the EEA on the basis of Privacy Shield (USA), binding corporate rules or other safeguards.
How does Evaluate protect data?
The organisation takes the security of your data seriously. The organisation has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.
Where Evaluate engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
For how long does Evaluate keep data?
Evaluate will hold your personal data for the duration of your candidacy.
Candidate profiles in any archived vacancies will be deleted from the ATS recruitment platform following 12 months from the date of creation. This does not include candidates in active jobs if there has been any correspondence or activity within a 6 month period.
Candidates sourced via recruiter, agencies or via the ATS’s own search feature will be deleted automatically after 30 days, if they have not been notified about our Privacy Notice.
We may ask for your consent to retain your CV within the ATS platform, for future vacancies for which you may be suited. We will delete any profiles and data upon request should your preferences change.
As a data subject, you have a number of rights. You can:
If you would like to exercise any of these rights, please contact Lucy Ralph, Chief HR Officer at email@example.com.
You can make a subject access request by contacting the HR/Recruitment team at firstname.lastname@example.org, and outlining the details of your request.
If you believe that Evaluate has not complied with your data protection rights, you can complain to the Information Commissioner using any of the below contact methods:
0303 123 1111
Information Commissioner's Office
You have some obligations as a candidate to provide Evaluate with data. In particular, you are required to provide details such as your employment history, qualifications, and suitability for the relevant vacancy.
Certain information, such as contact details and your right to work in the UK have to be provided to enable Evaluate to enter an employer-candidate relationship with you. If you do not provide other information, this will hinder the organisation's ability to administer the rights and obligations arising as a result of the employer-candidate relationship efficiently.
Employment decisions are not based solely on automated decision-making.
If you have any enquiries or if you would like to contact us about our processing of your personal information, including to exercise your rights as outlined above, please contact us centrally by any of the methods below.
When you contact us, we will ask you to verify your identity.
+44 207 377 0800
+44 207 539 1801
11-12 St. James's Square