Careers at RVU

Candidate Privacy Notice

This notice outlines:

how we will use your personal information
how and when we share your information
how you can exercise your rights when it comes to your information

Who collects and uses your information?

Dot Zinc Limited (Money) – ICO reference Z6245956
Inspop.com Limited (Confused) – ICO reference Z5612229
Life’s Great Limited (Mojo Mortgages) – ICO reference Z1210382
Tempcover Limited – ICO reference ZA178918
Uswitch Limited – ICO reference Z5676996
ZPG Limited – ICO reference ZA179280

Our companies are registered as data controllers with the Information Commissioner’s Office as set out above. At times we act as joint controllers of your information as our People Team is a central group function.

What information do we collect and hold?

The information we may collect (directly from you or from third parties) and store includes:

your name, signature, photo, citizenship, passport/visa, drivers’ licence, national insurance number, and other government identifiers
date and place of birth, emergency contact, and gender
contact details, including your home address, telephone number, and personal email address
job you have applied for, working time information, work location, start date, job history, education history and qualifications, performance, grievance and disciplinary records, and reasons for leaving previous employment
your salary, any bonus entitlement, benefits, shares, pension plans, tax codes, bank account details, and details of any beneficiaries for benefits
details of your visits to our website including but not limited to location and device data
our communications with you as you go through the onboarding process

We also process the following sensitive information:

information on disability, for the purposes of making reasonable adjustments at your workplace
screening records – we carry out pre-employment screening, including criminal background checks, employment and credit reference checks, right-to-work, and adverse media checks
race, ethnicity, religion, including information on your passport or other citizenship and right-to-work documentation
information you’ve voluntarily provided us for the purposes of equal opportunities and diversity initiatives
sexual orientation, marital status, and information on your marriage or civil partnership certificate, in case we need to update your name.

How do we use your information?

We collect and use your information for several purposes, including:

determining your suitability for a role, inviting you for interview and carrying out any pre-employment checks
drafting and entering into an employment contract with you
providing compensation, including payroll, expenses and other applicable incentives
calculating and paying any taxes, student loans and other government contributions, plus managing any attachment of earnings orders, e.g. for child maintenance arrangements
providing applicable benefits, shares and other work-related allowances, including reporting of benefit entitlements and take-up of benefits
producing and maintaining organisational charts
carrying out workforce planning
administering mandatory training, providing IT systems and support to enable you and others to perform your work, to enable our business to operate and to enable us to identify and resolve IT issues and to keep our systems secure
complying with applicable laws, regulatory (including Financial Conduct Authority (FCA) and employment related requirements, including health and safety, employment and immigration laws and sanction laws
communication with you or your designated contacts in case of an emergency

Why do we use your information?

We use your information lawfully for the purposes we’ve outlined above, where one of the following applies:

For non-sensitive information, our legal bases are:

entering into, and performance of, the contract of employment with you
compliance with legal obligation, especially employment law, social security law, tax law, and corporate compliance laws
the legitimate interests of companies or other third parties (such as existing or potential business partners, suppliers, customers, end-customers, or governmental bodies and/or courts)
your consent

For sensitive information, our legal bases are:

to carry out the obligations and to exercise the specific rights of our companies or you in the field of employment and social security law as permitted
to protect the vital interests of you or another individual where you’re physically or legally incapable of giving consent
to establish, exercise, or defend a legal claim, or whenever courts are acting in their judicial capacity
for the assessment of the working capacity of the employee, as permitted by data protection law
your explicit consent
the prevention and detection of unlawful acts

We need to process your personal information to consider your application for vacant roles and to potentially enter into a contract of employment with you. There are also statutory and other contractual requirements we’re required to comply with in relation to your prospective employment, as well as business and operational needs we must meet.

If we’re not able to carry out the processing activities we describe in this notice, we may not be able to consider your application for employment, or proceed with an employment contract. Once employed, please refer to our Employee Privacy Notice to understand how we collect, process and store the data of our employees.

Who may we share your information with?

We may transfer personal information to third parties, including outside the UK, for processing purposes such as:

communications with third parties – as necessary to fulfil our business operations. We may transfer work contact details to existing or potential business partners, suppliers, customers, government officials, and other third parties.
regulators, authorities, and other third parties. We may transfer personal information to regulators, courts, and other authorities (tax and law enforcement authorities), independent external advisors (for example, auditors), insurance providers, pensions and benefits providers, and investigations teams (both internal and external).
acquiring entities. If the business may be sold or transferred in whole or in part (or if we contemplate a sale), we may transfer your personal information to the new employer or potential new employer as part of the transfer itself, or as part of an initial review for such transfer (for example, due diligence). This is subject to any rights provided by applicable law, including jurisdictions where the new employer or potential new employer are located.
data processors. To only process personal information in line with our written contract. The data processors may be involved in workforce administration, IT system support, payroll and compensation, training, compliance, and other activities.

We use Pinpoint, an online software product provided by The Infuse Group Limited (t/a Pinpoint Software), to assist with our recruitment process. We use them to process personal information as a data processor on our behalf. Pinpoint is only entitled to process your personal data in accordance with our instructions.

Pinpoint provides us with the facility to link the data you provide to us with other publicly available information about you that you have published on the Internet – this may include sources such as LinkedIn and other social media profiles.

Pinpoint’s technology enables us to search various databases, which may include your personal information, to find possible candidates to fill our job openings. Where we find you in this way we will obtain your personal information from these sources.

Where do we keep your information?

We store your information in the UK where possible. In some circumstances, your information may be located elsewhere, which may include a country that does not have the same level of data protection as the UK. We’ll always take measures to ensure we’re protecting your information as required by law.

How long do we keep your information for?

We only keep your personal information for as long as necessary. We may, for example, keep your personal information for a reasonable time after you’ve ended your employment to ensure we have the records we need in the event of a dispute or regulatory investigation. Or, to comply with any ongoing contractual obligations.

We also may need to keep personal information to comply with requests from regulators. In the event that we keep your personal information, that period will be determined by applicable law.

Our records retention standard states that for job candidates, we retain personal information for no more than 24 months after we’ve informed the candidate they have been unsuccessful, or have not accepted an offer of employment.

If you interact with the Pinpoint software within that 24 months, we may extend the retention period for another 12 months.

Your rights

You have rights when it comes to your personal information, and there are several requests you can make to exercise these rights.

The right to be informed of how we're using your information

For example, you can ask about who we share your information with and how long we might keep your information for.

The right to access your information

You can ask us for a copy of any information we hold on you.

The right to rectify your information

You have the right to ask us to correct information you feel is inaccurate, incomplete, or both.

The right to restrict how we use your information

In some cases, you have the right to restrict us from processing or deleting your information. There are some things we need to use your information for – for example, to help protect you from fraud, and to fulfil legal and contractual obligations. This may mean we’re unable to restrict how we use your information.

The right to object to how we use your information

In some cases, you have the right to object to the way we process your information. There are some situations where we will not stop processing your information despite your objection – for example, to meet legal or regulatory obligations, or so we can continue to fulfil our contract with you.

The right to erasure

In some cases, you have the right to have your information erased. We may not be able to agree to your request if it affects our ability to meet our regulatory obligations, or so we can continue to fulfil our contract with you.

The right to data portability

You have the right to ask us to transfer a copy of some of your information to you or to a new data controller – for example, another employer. This applies when you’ve shared your information with us, it’s been collected with your consent, or where collecting it was necessary for the agreement between us.

The right to human intervention

You have the right not to be subject to a decision that's based solely on automated processing, if the decision affects your legal rights (for example, if we automatically reject your application for employment).

The right to withdraw your consent

Where we’re relying on your consent to process any of your information, you have the right to withdraw that consent at any time.

Exercising your rights

If you wish to exercise any of these rights, please either utilise the Manage Your Data tool provided or contact our Data Protection Officer (DPO) at dpo@rvu.co.uk. The DPO will fulfil your request within one month. We may extend this deadline by up to a further two months.

Complaints

If you’re concerned with how we've handled your information, please contact our Data Protection Officer at dpo@rvu.co.uk.

You also have the right to complain to the Information Commissioner’s Office (UK): ico.org.uk

Updated November 2024