Recruitment Privacy Policy

Harper James potential candidate privacy notice

This notice, in additional to our firm-wide privacy policy, denotes how your personal data will be used when you contemplate working for us. In addition to the specific information provided here for potential candidates, please also view our corporate privacy policy here. As an individual you will also be able to exercise your data protection rights, please see our corporate privacy policy for more details on your data protection rights.

Applicants who apply for a job or work placement with us

Purpose and legal basis for processing

Our purpose for processing this information is to assess your suitability for a role you have applied for.

The legal basis we rely on for processing your personal data is article 6(1)(b) of the GDPR, which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract.

The legal basis we rely on to process any information you provide as part of your application which is special category data, such as health, religious or ethnic information is article 9(2)(b) of the GDPR, which also relates to our obligations in employment and the safeguarding of your fundamental rights and article 9(2)(h) for assessing your work capacity as an employee. And Schedule 1 part 1(1) and (2)(a) and (b) of the DPA2018 which relates to processing for employment, the assessment of your working capacity and preventative or occupational medicine.

We may need to process personal data in accordance with any legal obligations set down by law in article 6(1)(c) GDPR for employment purposes, such as the collation of data for equality and diversity purposes. You can leave some information blank when applying.

Collection of personal data

Personal data will be collected from a number of sources including your application form, content of your CV and any information you provide to us when you directly engage with us (e.g. during the interview recruitment stage and at networking events).  Where applicable, your CV may have been sent directly to us if a recruitment agent had been used, CCTV (where our offices may have the use of CCTV).

Types of personal data

Personal data such as name, address, contact details, education and employment history; background checks (financial and criminal), ID and right to work status; information relating to next of kin and/or dependants.

Use of personal data

We use your personal data for human resources administration, assessing suitability, eligibility and/or fitness to work and health and safety and the application, audit and enforcement of our policies.

Where your application with us is unsuccessful we will keep your CV for 6 months, so that if any other suitable roles come up we can consider you for these roles.

Conditional offer

If we make a conditional offer of employment, we may ask you for information so that we can carry out pre-employment checks. We may use a third party agent such as an employment pre-screening company to carry this out for us.

We may also request the following:

Proof of your identity (including age, marital status), proof of your qualifications and criminal records declaration to declare any unspent convictions.

Who we will contact:

We will contact your referees, using the details you provide in your application, and we may ask you to complete a questionnaire about your health to establish your fitness to work.

When you onboard with us

We will ask for your bank details, so we can process your salary payment.

We will also ask for your emergency contact details, so we know who to contact in case you have an emergency at work. Where applicable we may take your photograph for identification purposes (identity badge to enter our office, upload onto our corporate website).

Storage and transfer

Your personal information may be:

• Stored worldwide within our information systems and within third party software applications and services which have been procured to support the operation of our business. When information is shared with service providers it is limited to that which is required for providing the service and will be adequately protected.
• Transferred to other third parties such as our insurers, legal and other professional advisors, regulators, administrators and government departments, who may be acting as data controller.

Last updated May 2018