Last Updated: February 1st, 2024
1. Introduction
At Doccla UK Limited ("Doccla", "we", "our", or "us"), we are committed to protecting the privacy of job applicants. This Privacy Policy explains how we collect, use, and protect your personal data during the recruitment process. This policy is an extension of our General Privacy Policy, which provides further details on how we process personal data.
2. Who We Are
Doccla is the Data Controller for the personal data collected during the recruitment process. If you have any questions, you can contact our Data Protection Officer (DPO) at dpo@doccla.com.
3. What Personal Data We Collect
We collect and process the following categories of personal data:
- Identity Data: Name, date of birth, nationality.
- Contact Data: Email address, phone number, home address.
- Employment History: Previous roles, employers, professional qualifications.
- Education Data: Academic qualifications, training, certifications.
- Right to Work Data: Passport, visa, work permit.
- Background Check Data: Criminal record (if required for the role and permitted by law).
- References: Contact details of referees and reference feedback.
- Other Data: Any information you provide in your CV, cover letter, or during interviews.
4. How We Use Your Personal Data
We process your personal data for the following purposes:
- To assess your suitability for a job role.
- To communicate with you during the recruitment process.
- To verify your qualifications and employment history.
- To conduct necessary background checks (where applicable).
- To comply with legal and regulatory requirements.
- To improve our recruitment process.
5. Legal Basis for Processing
We rely on the following legal bases for processing personal data:
- Legitimate Interests: To evaluate and manage job applications.
- Contractual Necessity: To take steps before entering into an employment contract.
- Legal Obligation: Compliance with employment and immigration laws.
- Consent: Where required (e.g., for certain background checks).
6. How Long We Keep Your Data
We retain applicant data for up to 12 months after the recruitment process, unless required to keep it longer for legal or regulatory purposes. If you join our team, your data will be retained in accordance with our Employee Privacy Policy.
7. Sharing Your Personal Data
We may share your personal data with:
- Recruitment Agencies: If you apply via a third-party recruiter.
- Background Check Providers: Where relevant and legally required.
- Legal and Regulatory Authorities: If required by law.
- Third-Party Service Providers: For system hosting and recruitment processing.
8. International Data Transfers
If we transfer your data outside the UK or EEA, we implement appropriate safeguards such as Standard Contractual Clauses (SCCs) to ensure compliance with data protection laws.
9. Your Rights
Under GDPR, you have the right to:
- Access: Request a copy of your personal data.
- Correction: Update inaccurate data.
- Erasure: Request deletion of your data where applicable.
- Restriction: Limit how we process your data.
- Objection: Object to processing based on legitimate interests.
- Data Portability: Request your data in a portable format.
- Withdraw Consent: If processing is based on consent, you can withdraw it at any time.
To exercise your rights, contact our Data Protection Officer (DPO) at dpo@doccla.com.
10. Data Security
We take appropriate technical and organisational measures to protect personal data, including:
- ISO 27001 Certification: Compliance with information security standards.
- Cyber Essentials Plus: Protection against cyber threats.
- Restricted Access: Only authorised personnel can access applicant data.
- Secure IT Infrastructure: Encryption, external testing, and monitoring systems.
11. Updates to This Policy
We may update this policy periodically. Any significant changes will be communicated via our website or other appropriate means.
For further information, please contact our Data Protection Officer (DPO) at dpo@doccla.com.