Candidate Privacy Notice

‍What is the purpose of this document?

CMap Software Ltd is committed to protecting the privacy and security of your personal information.

This privacy notice describes how we may collect and use personal information about you should you apply for (or enquire about) a role with us, in accordance with the UK General Data Protection Regulation (UK GDPR). It applies to all job candidates and prospective employees up until the point of employment.

CMap Software Ltd is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.

This notice applies to current and former employees, workers and contractors. This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time.

Data protection principles

We will comply with data protection law. This says that the personal information we hold about you must be:

1. Used lawfully, fairly and in a transparent way.

2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.

3. Relevant to the purposes we have told you about and limited only to those purposes.

4. Accurate and kept up to date.

5. Kept only as long as necessary for the purposes we have told you about.

6. Kept securely.

The kind of information we hold about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We will collect, store, and use the following categories of personal information about you:

• Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.

• Employment records (including job titles, work history and professional memberships).

• Skills and Experience (including relevant skills, experience, and qualifications).

• Education and Qualifications (including educational institutions attended, degrees obtained and relevant certifications)

• Information about your right to work in the location in which the role is based (including details of your immigration/visa status), typically this would be a copy of your passport for UK citizens

There are "special categories" of more sensitive personal data which require a higher level of protection.

We may also collect, store and use the following "special categories" of information:

• Information about your health or any disability you may have if relevant to the role you are applying for.

• Information about any unspent criminal convictions and offences if relevant to the role you are applying for.

• Information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation for diversity and equal opportunities monitoring.

How is your personal information collected?

Personal information about you may collected from:

• The information you have provided to us in your curriculum vitae and covering letter.

• The information that you provided to a recruitment agency, where applicable.

• Any information sought by any background checking agency appointed by us.

• Any information you provide to us during an interview.

• Any information provided within references made about you.

What do we do with the information that we collect:

• 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.

Lawful basis of processing

It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our business to appoint someone to that role. We also need to process your personal information to decide whether to enter into a contract of employment with you. Much of the personal information you provide us with is processed by us on one of these two lawful bases. Some is required for us to comply with applicable legal obligations, including under immigration, health and safety and/or employment laws and regulations. Where this is applicable to the personal information being processed this is the lawful basis. You may also voluntarily provide us with other information as part of the process which we infer to be your express consent. Where this is applicable you may withdraw your consent at any time (see below for information on how to do this).

Having received your CV and/or covering letter and/ or equivalent information from a recruitment agency, we will then process that information to decide whether you meet the requirements to be shortlisted for the applicable role. If you do, we will decide whether to interview you and what the interview process may involve, and whether to offer you a role. Only if you have accepted a role offered to you and have received confirmation of your appointment will we take up references and (depending on the role) carry out a criminal record check after.

If you fail to provide personal information

If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.

Special categories of personal data

We will use your particularly sensitive personal information in the following ways:

• We will not request information about any disability you may have, but you may disclose this to us voluntarily should we need to know in order to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during an interview.

• If we ever ask for it, we will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting in accordance with any governing legislation that may apply.

Information about criminal convictions

We do not envisage that we will process information about criminal convictions. However, you may disclose this information voluntarily at the recruitment stage. Please note that should we offer you the role and employ you, depending on the role we may carry out a criminal conviction check at that point. if it is appropriate given the nature of the role and where we are legally able to do so.

Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

Which third-party service providers process my personal information?

We may use third parties in our processing of your personal information. These include our IT systems providers, professional advisers, contractors and investors.

How secure is my information with third-party service providers?

All third-parties with whom we share personal data are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

Data security

We have put in place measures to protect the security of your information. Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.

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 instructions and they are subject to a duty of confidentiality. We also limit the amount of your personal data they receive to that which is required.

We have put in place 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.

Data retention

How long will you use my information for?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal or reporting requirements and to be able to 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. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

After this period, we will securely destroy your personal information in accordance with our data retention policy unless:

• we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, in which case we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis;

• if we appoint you to the role, in which case we will retain this data within your personnel file for the duration of your employment, unless the purpose of holding it ceases; or  

• we anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.

Rights of access, correction, erasure, and restriction

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.  

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

• Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).

• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.

• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

• Request the transfer of your personal information to another party.  

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please email privacy@cmap-software.com.

No fee usually required

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Right to withdraw consent

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please email privacy@cmap-software.com. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

Changes to this privacy notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

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