Processing of (personal) data by the entity in charge of the online application process

Recruitment Privacy Notice

At Pivotal Group, we are committed to protecting your privacy and handling your personal data responsibly. This Recruitment Privacy Notice explains how we collect, use, store and protect your personal data when you apply for a role with us.

This notice applies solely to personal data collected during the recruitment process.

The Data Controller

For the purposes of the recruitment process, Pivotal Growth Ltd acts as the data controller for personal data collected through the Pivotal Group recruitment platform.

Pivotal Growth Ltd
Company Number: 13243328
Registered Office:
C/O John Charcol Group
Unit A, Drivers Wharf
Northam Road
Southampton
Hampshire
SO14 0PF
England

Email: info@pivotal.co.uk

Where you apply for a role with another company within the Pivotal Group, your application may be shared with the relevant employing company and authorised hiring managers solely for recruitment purposes.

The Pivotal Group includes companies such as Believe Money, Embrace Financial Services, John Charcol, First2Protect, Lifetime Finance Group, The Loan Partnership and other affiliated companies within the Group.

If you have any questions about how your personal data is processed, or if you wish to exercise your data protection rights, please contact us at info@pivotal.co.uk.

Personal Data We Collect

During the recruitment process we may collect personal information including your name, email address, telephone number, postal address (where provided), CV or résumé, cover letter, employment history, education and qualifications, professional memberships, skills and experience, salary expectations, notice period and availability, right to work information, LinkedIn profile (where provided), references (where applicable), interview notes, assessment results and any other information you choose to provide as part of your application.

Where necessary, we may also collect information relating to reasonable adjustments during the recruitment process where you choose to provide this.

How We Use Your Personal Data

We use your personal data to assess your suitability for employment, communicate with you throughout the recruitment process, arrange interviews and assessments, verify information provided during your application, carry out appropriate pre-employment checks, make recruitment decisions, comply with our legal obligations, improve our recruitment processes and, where you have given your consent, consider you for future opportunities across the Pivotal Group.

Lawful Basis for Processing

We process your personal data under the UK General Data Protection Regulation (UK GDPR).

Our lawful basis for processing is that it is necessary to take steps before entering into an employment contract, to comply with our legal obligations and to pursue our legitimate interests in recruiting suitable candidates and managing our recruitment activities.

Where we ask for your consent, such as to retain your details within our Talent Pool for future opportunities, you are free to withdraw your consent at any time.

Where we process special category personal data, such as information relating to health for the purpose of providing reasonable adjustments, we will do so in accordance with UK GDPR and applicable employment legislation.

Who Can Access Your Information

Access to your personal data is limited to members of the Pivotal Group Recruitment Team, hiring managers, interview panel members, HR colleagues and the relevant employing company within the Pivotal Group where necessary to manage your application.

Sharing Your Information

We use Personio as our applicant tracking system to manage recruitment.

Personio processes your personal data on our behalf as our data processor in accordance with Article 28 UK GDPR and appropriate contractual safeguards.

We may also share your personal data with trusted third-party service providers where necessary to support the recruitment process, including background screening providers, occupational health providers, recruitment agencies acting on our behalf and IT service providers.

We will never sell your personal data.

International Transfers

Where personal data is transferred outside the United Kingdom or European Economic Area, appropriate safeguards will be implemented in accordance with UK GDPR requirements.

How Long We Keep Your Information

If your application is unsuccessful, we will retain your personal data for six months after the recruitment process has concluded. This enables us to respond to queries relating to your application, comply with legal obligations and defend potential legal claims.

If you consent to joining our Talent Pool, we will retain your information for up to 24 months so that we may contact you regarding future opportunities that may be of interest to you. You may withdraw your consent at any time.

If you are successful in obtaining employment with a Pivotal Group company, relevant recruitment information will become part of your employee record and will be retained in accordance with our Employee Privacy Notice.

Your Rights

Under the UK GDPR you have the right to request access to your personal data, request correction of inaccurate information, request deletion of your personal data where appropriate, request restriction of processing, object to processing based on our legitimate interests, request a copy of your personal data where applicable and withdraw your consent where processing is based on consent.

To exercise any of these rights, please contact our Data Protection Officer.

Complaints

If you have any concerns about how we have handled your personal data, please contact us first so that we have the opportunity to resolve your concerns.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).

Information Commissioner's Office
https://ico.org.uk

Changes to this Privacy Notice

We may update this Recruitment Privacy Notice from time to time to reflect changes in legislation, our recruitment practices or organisational structure. The latest version will always be available on our careers website.

Further Information

This Recruitment Privacy Notice should be read alongside the Pivotal Group Privacy Policy, which explains how we process personal data more generally.

Processing of (personal) data by the operator of the recruitment website

General information

This recruitment website is operated by Personio SE & Co. KG, which offers a human resource and candidate management software solution (https://www.personio.com/legal-notice/). Data transmitted as part of your application will be transferred using TLS encryption and stored in a database. The sole controller of this data within the meaning of article 24 of the GDPR is the enterprise carrying out this online application process. Personio’s role is limited to operating the software and this recruitment website and, in this context, being a processor under article 28 of the GDPR. In this case, the processing by Personio is based on an agreement for the processing of orders between the controller and Personio. In addition, Personio SE & Co. KG processes further data, some of which may be personal data, to provide its services, in particular for operating this recruitment website. We will refer to this in more detail below.

The controller

The controller under data protection law is:
Personio SE & Co. KG
Seidlstraße 3
80335 München
Tel.: +49 (89) 1250 1004
Entry in the commercial register
Commercial register entry number: HRA 115934
Registration Court: Amtsgericht München
Data Protection Officer contact: privacy@personio.com

Access logs (“server logs”)

Each access to this recruitment website automatically causes general protocol data, so-called server logs, to be collected. As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. Without this data, it would, in some cases, be technically impossible to deliver or display the contents of the software. In addition, processing this data is absolutely necessary under security aspects, in particular for access, input, transfer, and storage control. Furthermore, this anonymous information can be used for statistical purposes and for optimizing services and technology. In addition, the log files can be checked and analyzed retrospectively when unlawful use of the software is suspected. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG. Generally, data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp of the access to the software is collected. The scope of this log process does not exceed the common log scope of any other site on the web. These access logs are stored for a period of up to 7 days. There is no right to object to this.

Error logs

So-called error logs are generated for the purpose of identifying and fixing bugs. This is absolutely necessary to ensure we can react as quickly as possible to possible problems with displaying and implementing content (legitimate interest). As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG. When an error message occurs, general data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp upon occurrence of the respective error message and/or specification is collected. These error logs are stored for a period of up to 7 days. There is no right to object to this.

Use of cookies

So-called cookies are used on parts of this recruitment website. They are small text files which are stored on the device with which you access this recruitment website. As a general rule, cookies serve the purpose of ensuring secure access to a website (“absolutely necessary”), implementing certain functionalities such as standard-language settings (“functional”), improving the user experience or the performance of the website (“performance”), or placing targeted advertisements (“marketing”). On this recruitment website, we generally use only cookies that are absolutely necessary, functional or performance-related, in particular for implementing certain default settings such as language, for identifying the job advertising channel, or for analyzing the performance of a job advert via which a user accessed this recruitment website. The use of cookies is absolutely necessary for providing our services and thus for the performance of the contract (article 6 (1) b) of the GDPR). Period of storage: up to 1 month or until the end of the browser session Right to object: You can determine via your browser settings whether you allow or object to the use of cookies. Please note that deactivating cookies may result in limited or completely blocked functionalities of this recruitment website.

Rights of data subjects

If Personio SE & Co. KG as the controller processes personal data, you as the data subject have certain rights under Chapter III of the EU General Data Protection Regulation (GDPR), depending on the legal basis and the purpose of the processing, in particular the right of access (article 15 of the GDPR) and the rights to rectification (article 16 of the GDPR), erasure (article 17 of the GDPR), restriction of processing (article 18 of the GDPR), and data portability (article 20 of the GDPR), as well as the right to object (article 21 of the GDPR). If the personal data is processed with your consent, you have the right to withdraw this consent under article 7 III of the GDPR. To assert your rights as a data subject in relation to the data processed for the purpose of operating this recruitment website, please refer to Personio SE & Co. KG’s Data Protection Officer (see item B).

Concluding provisions

Personio reserves the right to adjust this data privacy statement at any point in time to ensure that it is in line with the current legal requirements at all times, or in order to accommodate changes in the services offered, for example when new services are introduced. In this case, the new data privacy statement applies to any later visit of this recruitment website or any later job application.