Recruitment Privacy Policy

Thank you for your interest in working at SMi Drug Discovery (“we” or “us”). We are committed to protecting and respecting your privacy. This Privacy Notice explains how we, as Data Controller, handle your personal data when you apply to work for us, whether as a permanent or temporary employee or as a contractor. It provides details of the rights that you have under data protection law. Such laws, for the avoidance of doubt, include the General Data Protection Regulation (“GDPR”) and its implementing legislation in the UK.

The Data Protection Officer (DPO) is to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we hold your personal information, please contact dpo@smisystems.co.uk.
   

Your Data

In connection with our recruitment process, we will collect, store, and use the following categories of personal information about you:

  • Name and contact details

  • Qualifications

  • Employment history

  • References

  • Information provided to us at application and during interviews

  • Correspondence during the recruitment process

We may also collect some categories of data which are considered more sensitive, such as nationality, or in limited cases, details of any health conditions or disabilities you have, for example, if you require adjustments to enable you to attend an interview.

This data will mainly be collected from you at different stages of the recruitment process but may also be collected from your previous employer(s) or third-party providers such as recruitment agencies.

Use of your Data

We will use the personal information we collect about you to:

  • Assess your skills, qualifications, and suitability for the role

  • Carry out background and reference checks, where applicable

  • Communicate with you about the recruitment process

  • Keep records related to our hiring processes

  • Comply with legal or regulatory requirements

Sharing your Data

We use the information that you have given us for the purpose of recruitment, sharing internally with relevant employees. However, depending on the specific role you are applying for, we may also share the information you have given us with the party or parties specifically identified in the job description.

In certain circumstances we may be required to share your data with law enforcement officials or other third parties where we are under a duty to do so in order to comply with any legal or regulatory requirement, or to protect the rights, property, or safety of our employees or others. Finally, we may need to share your data with our legal advisors to seek advice, or in relation to litigation.

Your Data Security

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

We also have 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.

Retaining your Data

We will retain your personal data for a period of six months after we have communicated to you the outcome of the recruitment process.  We hold this data for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this time, we will securely destroy your personal information.

On occasion we may hold your data based on our legitimate interests (for example, if you ask us to keep in touch with you regarding future job opportunities or submit a speculative CV).

Your Rights

You may have the right to request access, correction, erasure, object to processing, request the restriction of processing or request the transfer of your data.  Any request to exercise one of these rights will be assessed by us on a case by case basis. There may be circumstances in which we are not legally required to comply with a request because of relevant exemptions provided for in applicable data protection legislation. Please email the Data Protection Officer if you wish to make a request.

You have the right to withdraw your consent for processing at any time. To withdraw, please contact the Data Protection Officer.  Once we have received your notification, we will no longer process your application and will dispose of your data securely.

Complaints

If you have concerns about how we have handled your personal data, you should email us at dpo@smisystems.co.uk in the first instance. If you are dissatisfied with our response, you have the right to complain to your Data Protection Authority. In the UK, this is the Information Commissioner’s Office (ICO).

The ICO’s contact details:

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

Helpline  number: 0303 123 1113