Privacy Policy for candidates

At Lexington, we are committed to protecting and respecting your privacy and safeguarding any personal data that you give to us.  We are transparent about the processing of your personal data and this notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.

We are a controller under the UK GDPR and the Data Protection Act 2018.

We are:

Lexington London

The Connection
198 High Holborn
London
WC1V 7BD

Tel: 0207 025 2300

Email: contact@lexcomm.co.uk

 

What kind of personal data do we collect and process?

 1. We collect information about a potential employee when we are searching for talent.  We will look at your LinkedIn profile and other business internet sources about you (like a company website) but we don’t look at your private social media, such as Facebook.

 We create a profile on Outlook of people we’ve looked at in our talent search with the person’s name, company email, mobile number, their photo, CV, LinkedIn address, notes of any phone conversation and any salary information given to us.  This contact list is private and no one else has access to it but our Head of People and Culture.

 

2. We collect information about our prospective employees when they apply for employment with us, and we process it on an on-going basis. We will process the following data:

 Your application form containing your name, contact details, education and qualifications.

  • A copy of each reference obtained for you.

  • Documentary evidence of any qualifications .

  • In order to employ you, we are required to establish your identify and your right to work in the UK. We will need a copy of your birth certificate and passport (if any) (name, date of birth, nationality, photo, passport number).

  • Equality and Diversity information, such as data revealing racial or ethnic origin, religious or philosophical beliefs, health or sexual orientation.

  • If you require reasonable adjustments in order to attend for an interview, then we will process your health data.

 3. Personal data we receive from other sources

We will receive information about you from your referees.

  

Why do we collect and use your personal data?

We ask you for personal details to assess your suitability as a candidate and to provide the best possible recruitment experience. 

 

Your submission of your CV or application is with your consent.

 

We will then process the data in your application or CV and the data collected on you during the recruitment process in order to assess your suitability for the position under the legal basis of legitimate interest.

 

We have a legal obligation to perform right to work checks on potential staff.

 

We like to ensure that we are an equal opportunity employer and therefore, will ask you to complete an Equality and Diversity Questionnaire as part of the recruitment process.  Equality and Diversity Questionnaires are considered to be a task in the public interest by the government.

 

We process the following data under legitimate interest:

  • We hold your CV and all data collected during the recruitment process for six months in the unlikely event of any employment tribunal claims; and

  • All personal data is stored securely on servers and in the cloud.

 How do we share your data with third parties?

We share your personal data with third parties where required, including:

  • Service providers

  • Insurers

  • Legal and other advisors

 All service providers are required to continue to adequately safeguard your personal data.

 

What security and retention procedures do we use?

We have procedures in place to prevent unauthorised access to, and the misuse of, personal data.

 We use appropriate business systems and procedures to protect and safeguard the personal data you give us. We also use security procedures and technical and physical restrictions for accessing and

using the personal data on our servers. Only authorised personnel are permitted to access personal   data in the course of their work.

 We will keep your CV and recruitment pack information for six months in case of the unlikely event of any employment claims. 

 

Do we transfer data out of the UK?

We do not transfer your data out of the UK.

 

What are your rights regarding your personal data?

 You have the right:

  • To access to your personal data and information about our processing of it. You also have the right to request a copy of your personal data (but we will need to remove information about other people).

  • To rectify incorrect personal data that we are processing.

  • To request that we erase your personal data if:

    • we no longer need it;

    • if we are processing your personal data by consent and you withdraw that consent;

    • if we no longer have a legitimate ground to process your personal data; or

    • we are processing your personal data unlawfully

  • To object to our processing if it is by legitimate interest.

  • To restrict our processing if it was by legitimate interest.

  • To request that your personal data be transferred from us to another company if we were processing your data under a contract or with your consent and the processing is carried out automated means.

If you want to exercise any of these rights, please contact us.

If you have a concern about the way we are collecting or using your personal data, please raise your concern with us in the first instance.  You may also contact the Information Commissioner’s Office at https://ico.org.uk/concerns/.