TREND Networks Job Applicant Privacy Notice As part of our recruitment process, TREND Networks collects and processes personal data relating to job applicants. TREND Networks is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations. What information do we collect? TREND Networks collects a range of information about you. This includes: • your name, address and contact details, including email address and telephone number; • details of your qualifications, skills, experience and employment history; • information about your current level of remuneration, including benefit entitlements; • whether or not you have a disability for which TREND Networks needs to make reasonable adjustments during the recruitment process; and • information about your entitlement to work in the UK (other locations where we have offices) . TREND Networks may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or Linkedin profiles. It could also be obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests. TREND Networks may also collect personal data about you from third parties, such as references and information supplied by former employers, credit and DBS checking agencies. To complete this process TREND Networks will seek information from third parties as part of a job offer and will inform you that it is doing so. Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems including email. Why do we process personal data? TREND Networks needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you. In some cases, TREND Networks needs to process data to ensure that it is complying with its legal obligations. One way in which we do this, is to check a successful applicant's eligibility to work in the UK before employment starts. TREND Networks has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows ITREND Networks to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. TREND Networks may also need to process data from job applicants to respond to and defend against legal claims. TREND Networks may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. It may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. TREND Networks processes such information to carry out its obligations and exercise specific rights in relation to employment. For some roles, TREND Networks is obliged to seek information about criminal convictions and offences. Where TREND Networks seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment. If your application is unsuccessful, TREND Networks may keep your personal data on file in case there are future employment opportunities for which you may be suited. TREND Networks will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time. Who has access to data? Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR team, interviewers involved in the recruitment process and managers in the business area with a vacancy. TREND Networks will not share your data with third parties unless your application for employment is successful and it makes you an offer of employment.TREND Networks will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks. We may also share your details with building landlords where relevant (CCTV and access control). Third Countries Your personal data may be transferred to countries outside of the European Economic Area (EEA). For example, your personal data may be shared with one of TREND NETWORKS’s overseas offices if necessary. Where data is transferred outside of the EEA, it is done on the basis of appropriate safeguards, for example binding corporate rules, EU model clauses or a declaration of adequacy. How do we protect data? TREND Networks takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties. For how long do we keep data? If your application for employment is unsuccessful, TREND Networks will hold your data on file for 6 months after the end of the relevant recruitment process. At the end of that period or once you withdraw your consent, your data is 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 provided to you in a new privacy notice. Your rights As a data subject, you have a number of rights. These rights mean that you can: • access and obtain a copy of your data on request; • require TREND Networks to change incorrect or incomplete data; • require TREND Networks to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and • object to the processing of your data where ITREND Networks is relying on its legitimate interests as the legal ground for processing. If you would like to exercise any of these rights, please contact Katie.stocks@trend-networks.com If you believe that TREND Networks has not complied with your data protection rights, you can complain to the Information Commissioner. What if you do not provide personal data? You are under no statutory or contractual obligation to provide data to TREND Networks during the recruitment process. However, if you do not provide the requested information, TREND Networks will not be able to process your application. If you do not give us your consent to process your personal data we will delete your application from our records.