General information

This data privacy statement refers exclusively to data collected as part of the online application process. It is to inform you about how your personal data, which is collected as part of the online application process is handled by Rettie*.

The Controller

The Controller under data protection law is:

Rettie*

Deuchrie
Dunbar
East Lothian
EH42 1TG

Further information about our privacy policy, how we maintain the security of your personal information and your rights to access your information can be requested by emailing compliance@rettie.co.uk

Personal data collected as part of the application process

Personal data means any information concerning the personal or material circumstances of an identified or identifiable individual. This includes information such as, your name, address, telephone number and date of birth. It could also include data relating to your specific career to which a specific individual could be identified. However, information which cannot directly identity you is not classed as personal data.

Fundamentals and purposes of processing personal data collected from application documents and during the application process

If you apply to us electronically, i.e. via e-mail or using our online form, we will collect and process your personal data for the purpose of executing the application process and preparing contracts. By applying via our recruitment website, you express your interest in working for Rettie*. In this context, you will transmit personal data, which we will use and store exclusively for the purpose of your job search/application process.

The following data is collected during this process:
name (first and last names)
e-mail address
phone number
LinkedIn profile (optional)
channel through which you found us

Furthermore, you can choose to upload expressive documents such as a cover letter, your CV and reference letters. These may contain additional personal data such as date of birth, address etc. Only authorised HR staff and/or staff involved in the application process have access to this data. The personal data is stored, exclusively for the purpose of filling the vacancy for which you have applied. Your data will be stored for a period of 180 days after the application process has been concluded. This is to fulfil legal requirements and/or defending ourselves against any claims arising from legal provisions. After this period, we will delete or anonymise your data in line with the Data protection Act 2018.

Anonymisation, this data will only be available to us in the form of metadata, without any direct personal reference. It will be used for statistical analysis (for example, share of male and/or female applicants, number of applications per specified period etc). Furthermore, we reserve the right to store your data in our Talent Pool, for the 180 days after the application process has been concluded. We may contact you should any suitable positions arise during this period. By accepting the data privacy statement, you consent to this being done.

Should you be offered and accept a position with Rettie*, we will store the personal data collected as part of the application process in line with our Employee Data Privacy Policy.

Disclosure of data to third parties

Data transmitted as part of your application will be transferred using TLS encryption and stored in a database. This database is operated by Personio GmbH, which offers a human resource and applicant management software solution (https://www.personio.com/legal-notice/). In this context, Personio is our processor under Article 28 (3)(a) of UK GDPR & Data Protection Act 2018. In this case, the processing is based on an agreement for the processing of orders between us as the Controller and Personio.

Rights of data subjects

We as the Controller process personal data, you as the data subject have certain rights under Chapter 12 of the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018, these are:

https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

If the personal data is processed with your consent, you have the right to withdraw this consent at any time by emailing compliance@rettie.co.uk.

Transfers outside the UK

Transfers outside the UK are subject to special rules under data protection law. Where we do make such transfers, we will mostly rely on derogations which are permitted in terms of UK data protection law, for example that the transfer is necessary to perform a contract with you or another contract which is in your interests. Occasionally, the transfer may be with your explicit consent. Where we do not rely upon a derogation then depending on which country is involved, there may be an adequacy decision in place which would allow us to transfer to that jurisdiction.

Concluding provisions

This data privacy statement is subject to review to ensure it is in line with the current legal requirements, or to accommodate changes in the application process or other processes. In this case, the new data privacy statement applies to any later visits to this recruitment website or any later job application. In addition to this data privacy statement, please view our general data privacy statement at Privacy Policy Rettie & Co.

Updated 5 December 2022

*Rettie is Rettie & Co. Ltd, Rettie West End LLP, Rettie Bearsden LLP, Rettie Berwick LLP, Rettie Borders LLP, Rettie Short Lets and Rettie Financial Services Ltd.

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