This privacy notice tells you about the information we collect from you when you sign up to receive marketing emails. In collecting this information, we are acting as a data controller and, by law, we are required to provide you with information about us, about why and how we use your data, and about the rights you have over your data.
Who we are
We are SIX3NINE PERSONAL TRAINING LTD. Our address is 41-44 Great Queen Street, London, WC2B 5AD. You can contact us by post at the above address, by email at firstname.lastname@example.org or by telephone on 020 7242 0060.
We are not required to have a data protection officer, so any enquiries about our use of your personal data should be addressed to the contact details above.
The personal data we collect
When you apply for a role with SIX3NINE we collect a range of information about you. This can include
• Your name, address and contact details including email address and phone number
• Details of your qualifications, skills experience and employment history
• Information about your current remuneration package
• Whether or not you have a disability for which we need to make reasonable adjustments during the recruitment process
• Information about your entitlement to work in the UK
This data is collected via application forms, CVs and in person for items such as passport copies which confirm the right to work in the UK.
We also collect information about candidates from third parties, such as references supplied by previous employers and information from criminal record checking procedures. We will only seek information from these third parties once a job offer has been made and will inform you that we are doing so.
Why we collect it
We have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide whom to offer a job to. We may also need to process data from job applicants to respond to and defend against legal claims.
We also need to process data to ensure that we comply with legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.
We may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. We also may collect information about whether or not applicants are disabled in order to make reasonable adjustments for candidates who have a disability. We process such information to carry out our legal obligations and exercise specific rights in relation to employment.
For some roles, we are obliged to seek information about criminal convictions and offences. Where we seek this information, we do so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment.
We will not use your data for any purpose other than the recruitment exercise for which you have applied.
What we do with it
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy if access to the data is necessary for the performance of their roles.
We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We may then share your data with former employers to obtain references for you.
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.
We take the security of your data seriously and have 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.
How long we keep it
If your application for employment is unsuccessful, we will hold your data on file for 3 months after the end of the relevant recruitment process
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.
By law, you can ask us what information we hold about you, and you can ask us to correct it if it is inaccurate.
You can also ask us to give you a copy of the information and to stop using your information for a period of time if you believe we are not doing so lawfully.
To submit a request by email, post or telephone, please use the contact information provided above.
If you have a complaint about our use of your information, you can contact the Information Commissioner’s Office via their website at www.ico.org/concerns or write to them at:
Information Commissioner’s Office
This document was last updated on 23 May, 2018