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Privacy Policy for Job Applicants – CityFibre

In this CityFibre Candidate Privacy Notice (“Notice”), references to “CityFibre”, “we”, “us” and “our” will mean CityFibre Holdings Limited including its subsidiaries.

We know that you care about how we use information about you, and we appreciate your trust in us to do that carefully and sensibly. This Notice outlines how we collect, use and transfer (collectively “process”) the personal data of our candidates.

 Who is the controller?

The controller is CityFibre; it determines how and why your personal data is processed. Our address can be found at “Questions and queries” below.

Processing of your personal data

How and why we process your personal data?

CityFibre will process your personal data for job recruiting and placement purposes, including notification of future job opportunitiesand sfor employment purposes for successful candidates. You will find details on the personal data processed and the purposes for this processing below. Sometimes, these activities are carried out by third parties, (see “Does CityFibre share personal data with others?” below).

If provided to us, we process the following categories of personal data about you:

  • your name, address and contact details, including email address and telephone number,
  • the terms and conditions of your prospective employment;
  • CV including details of your qualifications, skills, experience, education history and employment history, including start and end dates, with previous employers and academic institutions
  • background check information (where applicable)
  • information about your current or prospective remuneration, including entitlement to benefits such as pensions or insurance cover;
  • information about your nationality and entitlement to work in the UK;
  • information on certain health conditions only where required by law or in the case of arranging reasonable adjustments; and
  • job interview notes
  • assessment results

Processing of this personal data is required to enable CityFibre to administer the recruiting process, including the set-up of an electronic job applicant HR file, managing your application, organizing interviews – in short, the processing is necessary for us to entering into a contract with you. In case of legal proceedings, we will need to process your personal data to establish, exercise or defend us against the legal claim. We will also retain your data for 12 months beyond an unsuccessful application and extend this timeframe by a further 6 months from last contact, in case of future opportunities. You can object to such use of your data (see below at “What are my rights under applicable data protection laws”).

Where does CityFibre obtain my personal data from?

Most of the personal data we process is obtained from you when you file your application with CityFibre, but we also obtain personal data about you in the course of the application process (for example, during interviews or via job assessments). Other data types may be obtained from third parties, including for example, recruitment agencies or LinkedIn.

For certain roles we will require additional vetting which may include collecting publicly available information about you from third parties, such as Facebook and Twitter, information from employment background check providers, information from credit reference agencies and information from criminal records checks. We will inform you of this action prior to commencing the additional checks.

Does CityFibre share personal data with others?

Personal data will only be shared across CityFibre in certain circumstances and where lawful to do so, for example with limited members of the human resources department, managers for the purpose of interviewing or the IT department. Whenever we need to share your personal data, we will only do so on a need to know basis and with selected employees for tasks within their job responsibilities. CityFibre takes appropriate steps to ensure that such personnel are bound by duties of confidentiality with respect to your personal data.

Service Providers

We use third party service providers (e.g. Workable, Sonru, Talentworks) who provide technical and support services in connection with the application and recruitment process (such as hosting or “Software as a Service”). In providing the services, your personal data will, where applicable, be processed by the service provider on CityFibre’s behalf.

We will confirm for any third party that we use that they can provide sufficient guarantees regarding the confidentiality and security of your data. We will ensure that any third party complies with our data security standards and international transfer restrictions.

Disclosure to third parties

In certain circumstances, we share and/or are obliged to share your personal data with third parties outside CityFibre, for the purposes described above and in accordance with applicable data protection laws. These parties will act as controllers of your personal data, and they will be responsible for compliance with applicable data protection laws.

These third parties are:

  • insurances
  • police, public prosecutors
  • external advisors (such as legal advisors, accountants)
  • benefits providers
  • pension trustees

Does CityFibre transfer personal data to countries outside the EEA?

No, CityFibre will not transfer data to countries outside the European Economic Area.

How is my personal data secured?

We maintain physical, electronic and procedural safeguards to protect the confidentiality, integrity and availability of your personal data. We have in particular taken appropriate security measures against unlawful or unauthorised processing of personal data, and against the accidental loss of, or damage to, personal data.

How long does CityFibre store my personal data?

If your application for employment is successful and you commence employment with CityFibre, your personal data will be transferred to your employee record and will be processed for employment purposes,

If your application for employment is not successful, we will keep your personal data for a period of 12 months upon notification that your application was not successful for the purposes of (i) contacting you for future job vacancies and (ii) the establishment, exercise or defence of legal claims. If your application for employment is not successful, we will keep your personal data for a period of 12 months for the purposes of (i) contacting you for future job vacancies and (ii) the establishment, exercise or defence of legal claims Should we offer a further opportunity during the retention period your data will be retained for a further 6 months from the most recent contact.

 What are my rights under applicable data protection laws?

You have the right to request access to, correction, or deletion of your personal data, to ask for data portability, as well as to define instructions on your personal data after your death. You are also entitled to object to the processing of your personal data in certain instances. If we process your personal data based on your consent, you may withdraw it for the future at any time. For general questions and queries on privacy or to make a data subject request, please contact us via careers@cityfibre.com.

Questions and queries

If you would like further information about your data protection rights please contact our recruitment team via careers@cityfibre.com or by writing to us at:

15 Bedford Street
London
WC2E 9HE

If you have any concern about privacy or want to contact one of our data controllers, please contact us with a thorough description and we will try to resolve the issue for you. You can also lodge a complaint with a supervisory authority.

Changes to this Notice

We may decide to change this Notice. If the change is fundamental or may significantly affect you, we will provide you with the updated Notice in advance of the change taking effect. We encourage you to review the content of this Notice regularly.

 

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