As part of any recruitment process, Veristat collects and processes personal data relating to job applicants. Veristat is committed to being transparent about how we collect and use that data and to meeting our data protection obligations. This notice provides you with certain information that must be provided under the General Data Protection Regulation (EU) 2016/679 (GDPR).
Veristat collects and processes a range of information about you. The type of personal data which we process will include, but may not be limited to, the following:
We may collect this information in a variety of ways. For example, data might be contained in applications via job boards or recruitment agencies, via CVs submitted directly, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests.
We may also collect personal data about you from third parties, such as references supplied by former employers/referees, information from employment background check providers, or from employment agencies.
We will seek information from third parties only once a job offer has been made to you and we will inform you that we are doing so.
Data will be stored in a range of different places, including on your application record, in Veristat’s HR management systems and on other IT systems (including email).
Veristat needs to process data to take steps at your request prior to entering into a contract with you. We may also need to process your data to enter into a contract with you. In some cases, we need to process data to ensure that we are complying with our legal or statutory obligations. For example, it is required to check a successful applicant’s eligibility to work in the country where the position is located before employment starts.
Veristat has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate's suitability for the role they have applied for and improve our recruitment process. We may also need to process data from job applicants to respond to and defend against legal claims.
The lawful basis we rely on for processing your personal data are Article 6(1)(b), which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract. And Article 6(1)(f) for the purpose of our legitimate interests.
If you provide us with any information about reasonable adjustments you require under the Equality Act 2010 the lawful basis we rely on for processing this information is Article 6(1)(c) to comply with our legal obligations under the Act. The lawful basis we rely onto process any information you provide as part of your application which is special category data, such as health, religious, sexual orientation or ethnicity information is Article 9(2)(b) which relates to our obligations in employment and the safeguarding of your fundamental rights. The additional DPA 2018 processing conditions we rely on are Schedule 1 part 1(1) which again relates to processing for employment purposes.
For some roles in certain geographies, Veristat is obliged to seek information about criminal convictions and offences. Where Veristat seeks this information, we do so because it is necessary for us to comply with a regulatory requirement to establish whether or not an individual has committed an unlawful act or been involved in dishonesty or other improper conduct.
Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the Talent & Culture (“T&C”), Talent Acquisition (“TA”) team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles. We will use the contact details you provide us with to contact you to progress your application. We may also contact you to request your feedback about our recruitment process. We will use the other information you provide to assess your suitability for the role.
We will not share your data with third parties unless your application for employment is successful and we make you an offer of employment. We will then share your data with employment background check providers to obtain necessary background checks including references from former employers.
Veristat will not use your data for any purpose other than the recruitment exercise for which you have applied.
Veristat is a United States headquartered global organization. To operate as a global business, it may be necessary to process and transfer personal data within the Veristat group of companies. Personal data may be processed, transferred, and stored in the UK, Europe and the USA.
We may transfer your personal data outside the European Economic Area (“EEA”), Switzerland, or the UK, for example to the USA, Canada, Taiwan, and India to process your recruitment relationship and fulfil the purposes described in this Privacy Notice. This may include transferring personal data to countries that have different data protection regimes, and that are not deemed to provide an adequate level of protection for personal data. When personal data is transferred outside the EEA, Switzerland or the UK, we use appropriate safeguards required by the EU Regulation 2016/679, the Swiss Federal Act on Data Protection (FADP), or the UK GDPR and UK Data Protection Act 2018 (as applicable) before the transfer of your personal data to a third country that does not provide the same level of protection of your personal data.
Data is transferred outside the EEA, Switzerland, or the UK on the basis of declaration of adequacy (Article 45(1) of the GDPR and the UK GDPR), and by the Federal Data Protection and Information Commissioner (FDPIC) for Switzerland.
Veristat complies with the EU-U.S. Data Privacy Framework (EU-U.S. DPF), the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. Data Privacy Framework (Swiss-U.S. DPF) as set forth by the U.S. Department of Commerce. Veristat has certified to the U.S. Department of Commerce that it adheres to the EU-U.S. Data Privacy Framework Principles (EU-U.S. DPF Principles) with regard to the processing of personal data received from the European Union in reliance on the EU-U.S. DPF and from the United Kingdom (and Gibraltar) in reliance on the UK Extension to the EU-U.S. DPF. Veristat has certified to the U.S. Department of Commerce that it adheres to the Swiss-U.S. Data Privacy Framework Principles (Swiss-U.S. DPF Principles) with regard to the processing of personal data received from Switzerland in reliance on the Swiss-U.S. DPF. To learn more about the Data Privacy Framework (DPF) program, and to view our certification, please visit: https://www.dataprivacyframework.gov/
In the absence of an adequate level of protection by a third country or an international organization, Veristat will implement alternative safeguards to protect the personal data during transfer and for the duration it is processed and/or stored with the third country or international organization. In particular, Veristat will rely on the standard data protection clauses listed in Article 46 of the GDPR and of the UK GDPR and will implement any additional safeguards that would be necessary in relation to the specific transfer to protect the rights and freedom of the individuals concerned.
If you wish to know what safeguards we use to transfer your personal data, please contact the Data Privacy Team, data_privacy@veristat.com
We take the security of your data seriously. We have implemented appropriate technical and organizational measures and have 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 in the proper performance of their duties.
Where we engage third parties to process personal data on our 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. Details of these measures are available on request from the Data Privacy Officer.
If your application for employment is unsuccessful, we will hold your data on file for a period of 12 months after the end of the relevant recruitment process. At the end of that period, or if you withdraw from the recruitment process, your data will be deleted or destroyed unless an exemption in data protection law applies (in order to satisfy legal or contractual obligations, or to establish, exercise or defend legal claims).
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your HR file (electronic and paper based) and retained during your employment for as long as it is necessary to fulfil the purposes we collected it for, including any legal, accounting, or reporting requirements. You will be provided with an Employee Privacy Notice and the specific periods for which your data will be held as an employee will be provided to you via our internal SOP.
As a data subject, you have a number of rights related to the information that we hold about you, these rights and how to use them are explained below. You can:
If you have any questions, need more information or guidance, or would like to exercise any of these rights, please contact the Data Privacy Team at data_privacy@veristat.com or via our registered business address. Please mark the envelope “Data Protection Officer”. You can also make a subject access request by requesting and completing our ‘Subject Access Request Form’.
If you believe that Veristat has not complied with your data protection rights, you can complain to the Supervisory Authority of the country where you live, work, or where an alleged infringement has occurred.
If you wish to investigate the exercising of any of these rights, please contact the Data Privacy Team at data_privacy@veristat.com.
You are under no statutory or contractual obligation to provide data to Veristat during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all. If your application is successful, it will be a condition of any job offer that you provide evidence of your right to work and satisfactory references.
You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.
Recruitment processes are not based solely on automated decision-making.
Effective Date: 4 April 2025
