Applicant Privacy Notice

As part of any recruitment process, Equiteq (Equiteq Inc, Equiteq Advisors Limited and/or its subsidiaries and affiliates) collects and processes personal data including information we receive directly from you, or indirectly from third parties, in connection with your job application. The organisation 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?

Equiteq 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 the organisation needs to make reasonable adjustments during the recruitment process; and
information about your entitlement to work in the applicable jurisdiction.

Equiteq may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

We may also collect personal data about you from third parties, such as references supplied by former employers. 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 does Equiteq process personal data

We need to process data to take steps at your request prior to entering into a contract with you. We may also need to process your data to enter into a contract with you.

In some cases, we need to process data to ensure that we are complying with legal obligations. For example, it is mandatory to check a successful applicant's eligibility to work in the UK before employment starts.

Equiteq 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 us to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.

Equiteq may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. We may also collect information about whether or not applicants have a disability in order to make reasonable adjustments for candidates attending interviews. We process such information to carry out its obligations and exercise specific rights in relation to employment.

If your application is unsuccessful, Equiteq may keep your personal data on file for a period of up to two years in case there are future employment opportunities for which you may be suited. You are free to withdraw your consent for us to do this at any time by emailing careers@equiteq.com.

Who has access to data?

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 and IT staff if access to the data is necessary for the performance of their roles. Equiteq may share your data with third parties supporting us in our recruitment processes. We may also share your data if your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you to obtain necessary background checks.

Transferring your personal data out of the EEA

Equiteq is an international business and a list of our offices, together with relevant contact information, may be found on our website. Irrespective of how we obtain your personal data, it may be shared among all Equiteq entities (both inside and outside the European Economic Area). Where we share or transfer your personal data, we will do this in accordance with applicable data protection laws and will take appropriate safeguards to ensure its integrity and protection.

How does Equiteq protect data?

Equiteq takes the security of your data seriously. We 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.

For how long does Equiteq keep data?

If your application for employment is unsuccessful, Equiteq will hold your data on file for 2 years after the end of the relevant recruitment process, for consideration for future employment opportunities. At the end of that period, or if 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 Human Resources file (electronic and paper based) 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 (UK applicants)

As a data subject, you have a number of rights. You can:

access and obtain a copy of your data on request;
require the organisation to change incorrect or incomplete data;
require the organisation 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 Equiteq is relying on its legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please contact our Data Protection Lead, Sarah Tucker at careers@equiteq.com.

If you believe that the Equiteq have not complied with your data protection rights, you can complain to the Information Commissioner. Details can be found at www.ico.org.uk.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to Equiteq during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.