Processing of (personal) data during online application process

1. General information

This data privacy statement, which refers exclusively to data collected as part of the online application process, is to inform you about how your personal data that is collected as part of the online application process is handled at our end.

2. The controller

The controller under data protection law is:

Design Fire Consultants Ltd

Registered Office: Tarn House, 77 High Street, Yeadon, Leeds, West Yorkshire, LS19 7SP

Registered in England: 7401211

3. Personal data collected as part of the application process

Personal data means any information concerning the personal or material circumstances of an identified or identifiable individual. This includes information such as, for example, your name, address, telephone number, and date of birth, but also data relating to your specific career, etc., by reference to which a specific individual can be identified with reasonable effort. However, information that cannot be (in)directly associated with your real-life identity is not personal data.

4. Fundamentals and purposes of processing personal data collected from application documents and during the application process

If you apply to us electronically, i.e., via email or using our online form, we will collect and process your personal data for the purpose of executing the application process and preparing contracts.

By submitting an application via our recruitment website, you express your interest in taking up work with us. In this context, you transmit personal data, which we will use and store exclusively for the purpose of your job search / application process.

In particular, the following data is collected during this process:

Name (first and last names)
Email address
Phone number
LinkedIn profile (optional)
Channel through which you found us

Furthermore, you may also upload expressive documents such as a Covering Letter, your CV, Transcripts and Reference Letters. These may contain additional personal data such as date of birth, address, etc.

Only authorized HR staff and/or staff involved in the application process have access to your data.

The personal data is stored, as a rule, exclusively for the purpose of filling the vacancy for which you have applied.

Your data will be stored for a period of 365 days after the application process has been concluded. This is usually done to fulfill legal requirements and/or defend ourselves against any claims arising from legal provisions. After this period, we are obligated to delete or anonymise your data. In case of anonymisation, the data will only be available to us in the form of so-called metadata, without any direct personal reference, for statistical analysis (for example, share of male and / or female candidates, number of applications per specified period of time, etc.).

Furthermore, we reserve the right to store your data for 365 days after the application process has been concluded for the purpose of adding it to our Talent Pool in order to identify any other vacancies that may be of interest to you. This includes, for example, applications for apprenticeships or internships. By accepting the data privacy statement, you consent to any further storage of your data as well as its inclusion in our Talent Pool.

Should you be offered and accept a position with us during the application process, we will store the personal data collected as part of the application process for at least the duration of your employment.

5. Disclosure of data to third parties

Data transmitted as part of your application will be transferred using TLS encryption and stored in a database. This database is operated by Personio, which offers a human resource and candidate management software solution (https://www.personio.com/legal-notice/). In this context, Personio is our processor under Article 28 of the GDPR. In this case, the processing is based on an agreement for the processing of orders between us as the controller and Personio.

6. Rights of data subjects

If we, as the controller, process personal data, you as the data subject have certain rights under Chapter III of the EU General Data Protection Regulation (GDPR), depending on the legal basis and the purpose of the processing, in particular the right of access (Article 15 of the GDPR) and the rights to rectification (Article 16 of the GDPR), erasure (Article 17 of the GDPR), restriction of processing (Article 18 of the GDPR), and data portability (Article 20 of the GDPR), as well as the right to object (Article 21 of the GDPR). If the personal data is processed with your consent, you have the right to withdraw this consent under Article 7 III of the GDPR.

To assert your rights as a data subject in relation to the data processed during this online application process, please refer to our Data Protection Officer (see item 2).

7. Concluding provisions

We reserve the right to adjust this data privacy statement at any point in time to ensure that it is in line with the current legal requirements at all times, or in order to accommodate changes in the application process or other processes. In this case, the new data privacy statement applies to any later visit to this recruitment website or any later job application.

In addition to this data privacy statement, please view our general data privacy statement at https://www.dfc.co.uk/privacy-policy/.

Graduate Engineer

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