Candidate Privacy Notice

1. ABOUT US AND THE PURPOSE OF THIS NOTICE

Milsted Langdon LLP (“Milsted Langdon”, “we”, “us”, “our” and “ours”) is an audit, accountancy and tax advisory firm.  We are registered in England and Wales as a limited liability partnership under number: OC329479 and our registered office is at Winchester House, Deane Gate Avenue, Taunton, Somerset TA1 2UH.

For the purpose of the Data Protection Legislation and this notice, we are the ‘data controller’. This means that we are responsible for deciding how we hold and use personal data about you during the recruitment process. We are required under the Data Protection Legislation to notify you of the information contained in this privacy notice.

We have appointed a Head of Privacy. Our Head of Privacy is our Data Protection Point of Contact and is responsible for assisting with enquiries in relation to this privacy notice or our treatment of your personal data. Should you wish to contact our Data Protection Point of Contact you can do so using the contact details noted at paragraph 11 (Contact Us), below.

2. THE KIND OF INFORMATION WE HOLD ABOUT YOU

The information we hold about you may include the following:

  • details you have provided to us within your CV;
  • details you have provided to us within a covering letter; and
  • details provided at interview

This may include, name, address, email address, contact telephone numbers, date of birth and gender. You may also have provided details of qualifications and previous employment.

You may also provide us with information of more sensitive personal data, such as:

  • details relating to health, medical conditions and absences from previous employment;
  • details of lifestyle such as race, ethnicity, sexual orientation, religious views and political opinions;
  • details of any vulnerability; and
  • details of criminal confiscations and offences

3. HOW WE MAY COLLECT YOUR PERSONAL DATA

A candidates’ personal data may be obtained:

  • directly from you (the candidate);
  • following an introduction from a recruitment agent or other referrer;
  • from your referees; and
  • via credit reference and/or background checks, where appropriate

4. HOW WE USE PERSONAL DATA WE HOLD ABOUT YOU

We may process your personal data for the purposes necessary for our recruitment procedures to ascertain your suitability for the role.

We may process your personal data for the purposes of our own legitimate interests provided that those interests do not override any of your own interests, rights and freedoms which require the protection of personal data. This includes processing for marketing, business development, statistical and management purposes.

We may process your personal data for certain additional purposes with your consent, and in these limited circumstances where your consent is required for the processing of your personal data then you have the right to withdraw your consent to processing for such specific purposes.

Please note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data.

Situations in which we will use your personal data

We may use your personal data in order to:

  • process your application and to ascertain your suitability for the role;
  • communicate with you in relation to your application;
  • carryout credit reference and/or background checks, where appropriate;
  • comply with legal or regulatory requirements; and
  • maintain records to assist with our recruitment procedures and regulatory reporting, such as diversity and equal opportunities

Your CV and covering letter provide us with the details necessary to decide whether you meet the requirements of the role and whether or not to invite you to interview. If you meet those requirements, we will use the details you have provided to us for discussion at interview. If we choose to offer you the role, we will need to contact your referees and carryout background checks as necessary, prior to confirming any appointment.

We will not be able to move your application forward if you fail to provide information when requested (for example evidence of qualifications or details of appropriate referees).

In some circumstances we may anonymise or pseudonymise the personal data so that it can no longer be associated with you, in which case we may use it without further notice to you.

We may also process your personal data without your knowledge or consent, in accordance with this notice, where we are legally required or permitted to do so.

Algorithm

We do not use ‘automated’ decision making as part of our recruitment programme.

Data retention

We will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected.

When assessing what retention period is appropriate for your personal data, we take into consideration the requirements of our business and the services provided, any statutory or legal obligations and the purposes for which we originally collected the personal data.

Change of purpose

Where we need to use your personal data for a reason, other than for the purpose for which we originally collected it, we will only use your personal data where that reason is compatible with the original purpose. If we need to use your data for a new purpose we will notify you and communicate our legal bases for this new processing.

5. DATA SHARING

We will share your personal data with third parties where we are required by law, where it is necessary to administer the relationship between us or where we have another legitimate interest in doing so. This may include sharing your personal data with a regulator or to otherwise comply with the law.

“Third parties” includes third-party service providers and other entities within our group or the members of our firm’s network. We only permit our third-party service providers to process your personal data for specified purposes and in accordance with our instructions.

6. TRANSFERRING PERSONAL DATA OUTSIDE THE EUROPEAN ECONOMIC (EEA)

We will not transfer your personal data outside of the European Economic Area (EEA) or to any organisation (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries.

7. DATA SECURITY

We have put in place commercially reasonable and appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

8. RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION

Your duty to inform us of changes

It is important that the personal data we hold about you is accurate and current. Should your personal information change, please notify us of any changes of which we need to be made aware by contacting us, using the contact details below.

Your rights in connection with personal data

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

  • Request access to your personal data. This enables you to receive details of the personal data we hold about you and to check that we are processing it lawfully.
  • Request correction of the personal data that we hold about you.
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this basis. You also have the right to object where we are processing your personal information for direct marketing purposes.
  • Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal data to you or another data controller if the processing is based on consent, carried out by automated means and this is technically feasible.

If you want to exercise any of the above rights, please email our data protection point of contact privacy@milsted-langdon.co.uk

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee for the administrative costs of complying with the request if your request for access is manifestly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

9. RIGHT TO WITHDRAW CONSENT

When you apply for a role with us, you provide your consent to the collection, processing and transfer of your personal data for that specific purpose. You have the right to withdraw your consent at any time. To withdraw your consent, please email our data protection point of contact privacy@milsted-langdon.co.uk

Once we have received notification that you have withdrawn your consent, we will no longer process your application and, therefore, your personal data for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law. We will dispose of your personal data securely, subject to our retention policy.

10. CHANGES TO THIS NOTICE

Any changes we may make to our privacy notice in the future will be updated on our website at www.milsted-langdon.co.uk/privacy-notice/

This privacy notice was last updated on 18 February 2021

11. CONTACT US

If you have any questions regarding this notice or if you would like to speak to us about the manner in which we process your personal data, please email privacy@milsted-langdon.co.uk or write to:

Head of Privacy Milsted Langdon LLP Winchester House Deane Gate Avenue Taunton TA1 2UH

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues, at any time. The ICO’s  contact details are as follows:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Telephone – 0303 123 1113 (local rate) or 01625 545 745

Website – https://ico.org.uk/concern