As you have applied for employment with Farleys Solicitors LLP (Farleys) we want, in compliance with current data protection legislation, to confirm how your personal data will be used and how long it will usually be retained for.
Data protection principles
In compliance with data protection law and principles, your data will be:
• Used lawfully, fairly and transparently.
• Collected only for valid purposes and will not be used in ways that is incompatible with those purposes.
• Accurate and kept up to date (providing you ensure that the data is accurate in the first place and remains current).
• Kept only as long as necessary.
• Kept securely.
Data retained about you
We will retain the data you supply about yourself and your employment history:
• Verbally (including data provided during any interview or assessment);
• Electronically; and
• In written form.
Third party data retained about you
We will also retain the data supplied about you:
• From any recruitment agency acting on your behalf;
• In the form of character references from individuals and organisations who you have authorised us to contact;
• When appropriate from any third party agency providing identity, credit reference, background checks to ensure that you are a suitable person to work within the legal profession in accordance with the requirements of the Solicitors Regulation Authority;
• Any data we obtain through our own enquiries using publicly accessible sources for example social media or regulatory bodies.
Other data we retain and share
Other data about you, including sensitive data will be gathered from you and shared with others should we decide to employ you so that we can comply with:
• Regulatory obligations to Immigration Services to ensure that you are entitled to live and work in the United Kingdom (UK);
• Our Payroll Service and Banker’s requirements to ensure you are paid in accordance with your contract of employment;
• Other regulatory obligations to for example: Her Majesty’s Revenue and Customs (HMRC), the Pensions Regulator, Solicitors Regulation Authority, Legal Service Board, Law Society, Information Commissioners Office, Legal Ombudsman’s service in addition to meeting our responsibilities relating to equal opportunities/diversity, health and safety at work and the requirements of our public liability insurers; and
• The need, in appropriate cases, to undertake identification background checks via an authorised provider or credit reference agency.
How we use your data
We will use the personal data we collect about you to:
• Assess your skills, qualifications, and suitability for the role you have applied for.
• Carry out background and reference checks, where applicable.
• Communicate with you during the recruitment process.
• Keep records of the recruitment processes.
• Comply with legal or regulatory requirements.
If you fail to provide your personal data required
If you fail to provide data when requested, which is necessary for us to consider your application, you will not be successful in your application for employment with Farleys.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees and other third parties who have a business need-to-know. They will only process your personal data on our instructions and they are subject to their own duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you of a suspected breach where we are legally required to do so.
If you are unsuccessful in your application for employment with Farleys the data you have supplied will be retained for one year to comply with regulatory requirements and will thereafter be securely destroyed. If you are employed by Farleys we will retain your personal data for longer as explained within our induction process.
Your rights in connection with your personal data
Under certain circumstances you have a right to:
• Request access to your personal data (commonly known as a “data subject access request”).
• Request correction of your personal data.
• Request erasure of your personal data.
• Object to processing of your personal data.
• Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
• Request the transfer of your personal data to another party.
We have appointed an Information Manager to oversee compliance with this privacy notice. If you want to review, verify, correct, request erasure, object to our processing, or request that we transfer a copy of your personal data to another party, or if you have any questions about this privacy notice or how we handle your personal data, please contact the Information Manager by:
Write to: Information Manager
Farleys Solicitors LLP
26 Richmond Terrace