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Data Privacy for Job Seekers

Why have you been given this privacy notice?

Mastech InfoTrellis is a “data controller.” This means we are required under data protection legislation to notify you of how we will collect, process, and store your personal data during the application and recruitment process. We will also explain what rights you have in relation to how we process your personal data.

What are our obligations to you in relation to how we process your personal data?

We are required by law to ensure that when processing any of your personal data that it is:

  • Used lawfully, fairly and in a transparent way
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
  • Relevant to the purposes we have told you about and limited to those purposes only.
  • accurate and kept up to date
  • Kept in a form that permits you to be identified for only if necessary for the purposes we have told you about
  • Kept securely

What personal data will we collect, use, and store about you?

In order to process your job application, we will collect the following information about you:

  • Your name, address and contact details, including email address and telephone number
  • Details of your qualifications, skills, experience, and employment history 
  • Information about your entitlement to work in the U.S.
  • Interviews and assessments

We may also collect, store, and use the following “‘special categories” of more sensitive personal information:

  • Equal opportunities monitoring information
  • Whether or not you have a disability for which the company needs to make reasonable adjustments during the recruitment process

How do we collect your personal data?

We will collect this information from a range of sources, which will include your application form, CV, passport or other identity documents, or information provided directly by you through interviews or other forms of assessment.

Mastech InfoTrellis may also collect personal data about you from third parties, such as references supplied by former employers, employment agencies, and social media.

What do we do with unsolicited CVs?

If we receive an unsolicited CV at any time, we may retain this unsolicited data on file.

How will we use your personal data?

We will need to process your personal data for one or more of the following lawful bases:

(a) Where we need to process your personal data to take specific steps at your request before entering a contract with you or we need to process data to enter into a contract with you. This may include making reasonable adjustments to the recruitment process to accommodate disabilities as and when requested.

(b) Where we need to process your personal data to comply with a legal obligation. For example, if your application is successful, we will check your right to work in the U.S.A before a job offer is made.

(c) Our legitimate reason for processing your personal data is to enable us to gather data so that we can assess which candidate’s skills and experience best match our job role requirements and is therefore most suitable for employment. We also need to process job application information to respond to and defend against any legal complaints. We will process your personal data for these legitimate reasons provided that your interests and fundamental rights do not override those interests.

(d) Where we need to protect your interests (or someone else’s interests).

(e) Where it is needed in the public interest or for official purposes.

When will we use your personal data?

We will use your personal information for specific purposes. The list below describes the purpose of our processing, the personal data involved (from clause 3 above) and the lawful basis for our processing (from clause 5 above):

  • To communicate with you
  • Assessing suitability to perform the role
  • Assessing suitability to perform the role
  • Checking your right to work in the U.S.A
Personal data involved
  • Your contact details
  • Your application form and CV (details of your qualifications, skills, experience, and employment history)
  • Interview and assessments
  • Passport
Lawful basis for processing
  • Contract
  • Contract
  • Contract
  • Legal obligation (employment law)

Note: If references are required, consent will be implicitly obtained when you supply details.

The company will not use your data for any purpose other than recruitment purposes.

What happens if you do not provide us with information?

We will only ask you to provide information that we believe is necessary for the application and recruitment process. You are under no statutory or contractual obligation to provide data during the recruitment process. However, if you do not provide sufficient information, we may not be able to process your application properly or at all. Also, we may not be able to meet our legal obligations towards you with regard to reasonable adjustments.

What happens if we need to use your personal data for a new purpose?

We have indicated above a list of circumstances in which we will use your data. We will usually only use your personal data as indicated. However, if we consider that it is necessary and reasonable to use your personal data for an unrelated purpose, we will notify you and explain the legal basis that allows us to do so.

A roadmap to better Customer Experiences

Any personal data which reveals your ethnic origin; political opinions; religious and philosophical beliefs; trade union membership; genetic, biometric, or health data; sex life and sexual orientation will be regarded as special categories of personal data. We will only use this data in the following ways:

  • To comply with employment and other laws to ensure that the recruitment process is conducted in a fair and inclusive manner 
  • To ensure we meet our health and safety and equality obligations towards you, we will use information about your physical or mental health or disability status to make appropriate reasonable adjustments to the recruitment process
  • Where it is needed in the public interest, for example for equal opportunity monitoring and reporting 

There may be circumstances where we need to process this type of information for legal claims or to protect your interests (or someone else’s) and you are not capable of giving your consent, or where the relevant information has already been made public.

  • Equal opportunity monitoring
  • Equal opportunity monitoring
Category of personal data
  • Race information, Gender and Disability
  • Health and disability
Lawful basis
  • Contract
  • Contract
Additional condition for processing
  • Consent
  • Consent

Do we need your consent to use special categories data?

If we are using your sensitive personal data in accordance with the lawful purposes set out in this privacy notice, in these circumstances we do not need your written consent to use sensitive personal data.

However, in limited circumstances, we may request your written consent to allow us to process your sensitive personal data. If it becomes necessary to request your consent to process your sensitive personal data, we will provide you with details of the information that we require and why we need it, so that you can decide whether you wish to provide your consent. It is not a condition of applying for the role with us that you must agree to any request for consent. Giving consent will always be a decision made by your freewill/choice.

What about criminal convictions?

Given the nature of the role and duties you will perform we will not request and hold information about criminal convictions.

Do we use automated decision making?

During the application and recruitment process we will not rely on any automated decision making.

Will we share your personal data with third parties?

As part of our assessment process, we share your personal data with third parties.

The recipients of this information are themselves also obliged to withhold to data privacy regulation as is stated on their websites.

How do we ensure your personal data is secure?

We take your privacy and protection of data very seriously. Consequently, we have put in place appropriate security measures to prevent unauthorised use of your personal data. Details of the measures that are in place can be obtained from Leanne Gaefke (Head of Legal) or any member of the Mastech InfoTrellis management team. We will notify you and any applicable regulator of any suspected unauthorized use of your personal data.

How long will we keep your personal data?

We will retain your personal data for as long as is necessary to fulfil the purposes for which it was collected.

If your application for employment is unsuccessful, we may hold your data on file for 6 months after the end of the relevant recruitment process.

We may keep your personal data on file after that period, for consideration for future employment opportunities. If you withdraw your consent, your data will be deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be available in our data-retention policy.

How will we store your data?

Your data will be stored in a number of different places, including on your application record, in human-resources management systems and other ICT systems (including email), but mainly on our Applicant Tracking System.

What is your duty to inform us of any changes?

So that we can ensure that the personal data we hold in relation to you are accurate, it is important that you keep us informed of any changes to that data.

What rights do you have in respect of how we use your personal data?

Subject to legal limitations, you have the right to:

  • Request access to your data: You can ask us to provide a copy of the personal data we hold about you.
  • Request corrections to be made to your data: If you think that your personal data is incomplete or inaccurate, you can ask us to correct it.
  • Request erasure of your data: If you consider there is no lawful basis for us to continue processing your data, you can ask for that data to be deleted or removed.
  • Object to the processing of your data: If our lawful basis for processing your data relates to a legitimate business interest (or third-party interest) you can raise an objection to that interest. You can also object to us using your information for direct-marketing purposes.
  • Request that processing restrictions be put in place: If you believe that your information is being processed without a lawful reason or that the information is incorrect, you can request that a freeze/restriction is placed on the processing of the information until your concerns are addressed.
  • Request a transfer of your personal data: You can ask us to transfer your personal data to a third party.
  • If you wish to exercise any of the above rights, please contact Leanne Gaefk leanne.gaefke@mastechinfotrellis.com in writing.

Will I have to pay a fee to obtain my data?

You will not be expected to pay a fee to obtain your personal data unless we consider that your request for access to data is unfounded or excessive. In these circumstances we may charge you a reasonable fee or refuse to comply with your request. We may also charge a reasonable fee where we have supplied a copy of your personal data and you then request another copy of the same information.

What will we do before we comply with your request for your data?

Whenever you make a request for access to personal data, we may ask questions to confirm your identity to ensure that we are releasing personal data to the correct person.

Do you have the right to withdraw your consent?

If we have asked for your written consent to obtain information, you have the right to withdraw that consent at any time. To withdraw your consent please contact Leanne leanne.gaefke@mastechinfotrellis.com in writing. Once we receive your notice of withdrawal, we will cease processing your data unless we have any other lawful basis on which to continue processing that data.

Who is responsible for ensuring that rights and obligations under this privacy notice are met?

The Head of Talent will ensure that your personal information is handled in accordance with this privacy notice, data protection laws, and any changes that might be made to those laws. If you have any concerns or complaints relating to how we process your personal data, you are entitled to contact the Information Commissioner’s Office. This office oversees all U.S. data-protection issues.

Important information about this privacy notice

This notice does not form part of any contract of employment or any other contract to provide services. We reserve the right to amend or update this privacy notice at any time. We will provide you with a new notice when we make any updates.

How to make a complaint

To exercise all relevant rights, queries, or complaints, please in the first instance contact Leanne Gaefke at leanne.gaefke@mastechinfotrellis.com.

Your legal rights

You have the following rights under data protection law:

  • Request access to your personal data.
  • Request correction of your personal data.
  • Request erasure of your personal data.
  • Object to processing of your personal data.
  • Request restriction of processing your personal data.
  • Request transfer of your personal data.
  • Right to withdraw consent.