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GDPR Fair Processing Notice For Recruitment

Ultraleap Limited and its affiliated entities (hereafter “Ultraleap”) is committed to protecting the privacy and security of your personal information. This privacy notice describes how we collect and use personal information about you during the recruitment process, in accordance with the UK General Data Protection Regulation (GDPR). This notice applies to candidates applying for a role within Ultraleap.  We may update this notice at any time. This notice is for information only, it is not a contractual arrangement.

Data Protection Principles

Ultraleap, as a data controller, complies with the GDPR. This requires that the personal information we hold about you must be:

  • 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 to you about and limited only to those purposes.
  • Accurate and kept up to date.
  • Kept only as long as necessary for the purposes we have told you about.
  • Kept securely.

Information that we may hold about you

We will collect, store, and use the following categories of personal information about you including:

  • Personal contact details such as name, title, addresses, telephone numbers and e-mail addresses.
  • Date of birth.
  • Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or which is collected as part of the recruitment process).
  • Previous employment records and qualifications (including job titles, work history, training records and professional memberships).
  • A record of any correspondence we may have with you regarding your application.

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

  • Diversity and equal opportunities information, such as information about race or ethnicity, religious beliefs and sexual orientation.
  • Information about criminal convictions and offences.

How your personal information is collected

We collect personal information about candidates through the application and recruitment process, either directly from candidates or from third party recruitment partners, background check providers, data publicly available (for example, membership of trade bodies or material made public by you on sources such as LinkedIn), or from former employers or people named by you as a referee. 

How we use information about you

We will only use your personal information when the law allows us to.  Most commonly, we will use your personal information in the following circumstances:

  • To move your application forwards; to satisfy ourselves that you are the right candidate for the role; and, to get in contact with you regarding the role.
  • To contact you regarding other vacancies or pursuant to job alerts.

If you fail to provide personal information

You are under no obligation to provide data to us during the recruitment process, however, if you fail to provide certain information when requested, we may not be able to progress your application.

Data Sharing

Your data will be shared internally within Ultraleap for the purposes of the recruitment process. We will not share your data with third parties, including third-party service providers unless you are successful in your application, in which case we may share your data with third parties to obtain references and perform pre-employment checks.  Save for Ultraleap entities overseas, we will only transfer your personal information outside the UK through our secure recruitment platform, some of which may be provided by third party suppliers who process data outside of the UK.

Data Security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. 

Data Retention

If your application does not result in your employment by Ultraleap, we will retain your data for up to 12 months, unless you have agreed to be contacted by us about other roles.

Your right in connection with personal information

Under certain circumstances, by law you have the right to:

  • Request access to your personal information (commonly known as a ‘data subject access request’).  This enable you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal information that we hold about you.  This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information.  This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. 
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground. 
  • Request the restriction of processing of your personal information.  This enable you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party.

If you want to exercise these rights or have any questions about this privacy notice, please contact the Head of Global Talent Acquisition in writing at careers@ultraleap.com.