Privacy Policy
Somerset House Trust (“we”, “us”) is committed to protecting and respecting your privacy. This Privacy Notice sets out the basis on which the personal information collected from you, or that you provide to us, will be processed by us in connection with our recruitment processes.
For the purpose of applicable data protection legislation the data controller is Somerset House Trust.
We use Pinpoint, an online software product provided by The Infuse Group Ltd (t/a Pinpoint Software), to assist with our recruitment process. We use Pinpoint to process personal information as a data processor on our behalf. Pinpoint is only entitled to process your personal information in accordance with our instructions.
Where you apply for an opportunity posted by us, these Privacy Notice provisions will apply to our processing of your personal information, in addition to our Privacy Policy, which is available on our website.
Your Personal Information
Information we collect from you
We collect and process some or all of the following types of information from you:
- Information that you provide when you apply for a role. This includes information provided through an online application, via email, in person at interviews and/or by any other method.
- In particular, we process personal details such as name, email address, address, date of birth, qualifications, experience and any information relating to your employment history, skills and experience that you provide to us.
- If you contact us, we may keep a record of that correspondence.
- Details of your visits to our careers website including, but not limited to, traffic data, location data and other communication data, the site that referred you to our careers website and the resources that you access.
Information we collect from other sources
Pinpoint provides us with the facility to link the information you provide to us with other publicly available information about you that you have published on the Internet – this may include sources such as LinkedIn and other social media profiles.
Pinpoint’s technology enables us to search various databases, which may include your personal information, to find possible candidates to fill our job openings. Where we find you in this way we will obtain your personal information from these sources.
Uses made of your information
Lawful basis for processing
We rely on legitimate interests as the lawful basis on which we collect and use your personal information. Our legitimate interests are the recruitment of staff for our business.
Purposes of processing
We use information held about you in the following ways:
- To consider your application in respect of a role for which you have applied.
- To consider your application in respect of other roles.
- To communicate with you in respect of the recruitment process.
- To enhance any information that we receive from you with information obtained from third party data providers.
- To find appropriate candidates to fill our job openings.
- To help Pinpoint improve its services.
Automated decision making / profiling
We may make use of Pinpoint’s technology to help us select appropriate candidates for us to consider based on criteria we have identified. The process of finding suitable candidates is automatic; however, any decision as to whom we will engage to fill the job opening will be made by our team.
How we store your personal information
Security
We take appropriate measures to ensure that all personal information is kept secure including security measures to prevent personal information from being accidentally lost, or used or accessed in any unauthorised way. We limit access to your personal information to those who have a genuine business need to view it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Unfortunately, the transmission of information via the Internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your information transmitted through any online means; therefore any transmission remains at your own risk.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Unfortunately, the transmission of information via the Internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your information transmitted through any online means; therefore any transmission remains at your own risk.
Where we store your personal information
The information that we collect from you and process using Pinpoint’s services will be transferred to and stored at one of several datacentre locations in Amsterdam (Netherlands, EEA) and may be synchronised to one of several datacentre locations in London (United Kingdom) for backup and redundancy purposes. By submitting your personal information, you agree to this transfer, storing and/or processing.
How long we keep your personal information
We retain all candidate information for a period of 48 months from the time of application. Your personal information will be deleted on one of the following occurrences:
- Deletion of your personal information by you via the Manage Your Data tool or
- Receipt of a written request by you to us.
Your rights
Under applicable data protection legislation you have a number of important rights. In summary, these are rights to:
- request access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address
- require us to correct any mistakes in your information that we hold
- request the erasure of personal information concerning you in certain situations
- request access to the personal information concerning you that you have provided to us, in a structured, commonly-used and machine-readable format and the right to have that information transmitted to a third party in certain situations
- object at any time to processing of personal information concerning you for direct marketing
- object to decisions being taken by automated means if the decision affects your legal rights or other equally important matters (eg e-recruiting practices without human intervention)
- object in certain other situations to our continued processing of your personal information
- otherwise restrict our processing of your personal information in certain circumstances
- claim compensation for damages caused by our breach of any applicable data protection laws.
If you would like to exercise any of those rights, please either:
- utilise the Manage Your Data tool provided or
- contact us using our contact details below, ensuring we have enough information to identify you, proving your identity and address and stating where applicable the information to which your request relates.
How to complain
We hope that we can resolve any query or concern you raise about our use of your information.
However, if we haven’t been able to do so, you also have the right to lodge a complaint with the ICO, the relevant supervisory authority, who may be contacted at https://ico.org.uk/concerns or telephone: 0303 123 1113.
However, if we haven’t been able to do so, you also have the right to lodge a complaint with the ICO, the relevant supervisory authority, who may be contacted at https://ico.org.uk/concerns or telephone: 0303 123 1113.