As part of any recruitment process, Veristat International Limited (Veristat) collects and processes personal data relating to job applicants. Veristat is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
Veristat collects a range of information about you. This includes:
Veristat 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.
We may also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks (only if relevant to the role).
We will seek information from third parties only once a job offer to you has been made and will inform you that we are doing so.
Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).
We need 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 obligations. For example, we require to check a successful applicant's eligibility to work in the UK 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 employment and decide to whom to offer a job.
We may also need to process data from job applicants to respond to and defend against legal claims.
Where Veristat relies on legitimate interests as a reason for processing data, we have considered whether or not those interests are overridden by the rights and freedoms of job applicants, employees or workers and has concluded that they are not.
Veristat processes health information if we need to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out our obligations and exercise specific rights in relation to employment.
For some roles, 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.
Veristat will not use your data for any purpose other than the recruitment exercise for which you have applied.
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the Talent & Culture (T&C) and hiring team, interviewers involved in the hiring 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 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 former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks (only if required for the role).
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. The Personal Data will be processed, transferred, and stored on servers in the UK and the USA.
We may transfer your Personal Data outside the European Economic Area (“EEA”) or the UK, for example to the USA, China, Taiwan, Canada and Australia 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 collected by our affiliates is transferred outside the EEA, we use appropriate safeguards required by the EU Regulation 2016/679 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 UK on the basis of declaration of adequacy.
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 Model 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 Officer, email@example.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 Veristat engages 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 by request from the Data Privacy Officer
If your application for employment is unsuccessful, Veristat will hold your data on file for 12 months after the end of the relevant recruitment process. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your Talent & Culture (HR) file (electronic and paper based) and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.
As a data subject, you have a number of rights. You can:
If you would like to exercise any of these rights, please contact the Data Privacy Officer at firstname.lastname@example.org.
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.
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.