Agilyx Group Recruitment Privacy Statement
Purpose
Agilyx is committed to protecting the privacy and security of your personal information.
This Privacy Notice describes how we collect and use personal information about you during the recruitment process in accordance with the European Union General Data Protection Regulation and other applicable national laws.
The Agilyx legal entity that you apply for employment with is a Data Controller. This means that we are responsible for deciding how we hole and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
The data controller depends on the region to which you are applying for a position
United Kingdom: Agilyx UK Limited, Australia: Agilyx Pty Ltd, New Zealand: Agilyx NZ Ltd, Canada: Agilyx Solutions Ltd, USA: Agilyx Solutions LLC, Singapore: Agilyx Pte Ltd, Malaysia: Agilyx Sdn Bhd
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.
Information we hold about you
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 email address.
Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process).
We may also collect, store and use the following “special categories” of more sensitive personal information, but only where you have voluntarily included this in your CV or cover letter, or where this is discussed during an interview:
Information about your health, including any medical condition.
How your information is collected
We collect this personal information through the application and recruitment process, either directly from candidates or sometimes from an employment agency or background check provider. We may sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies
How we will use information about you
Our use of your information will be in compliance with applicable laws. Most commonly this will be with your consent.
This will usually be make a decision about your recruitment or appointment.
We may also use your information:
Where we need to comply with a legal obligation.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Where we need to protect your interests (or someone else’s interests).
Where it is needed in the public interest [or for official purposes].
Change of purpose
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Use of special category personal information
We may process special categories of personal information in the following circumstances:
1. In limited circumstances, with your explicit written consent.
2. Where we need to carry out our legal obligations and in line with our Data Protection Policy
3. Where it is needed in the public interest, such as for equal opportunities, and in line with our Data Protection Policy
4. Where it is needed to assess your working capacity on health grounds, subject to appropriate confidentiality safeguards.
Automated Decision Making
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.
Data Sharing & International Transfer
We will share your data with:
Breezy HR, the platform that provides our applicant management system.
Other entities in the Agilyx Group
For Head Office compliance auditing
For recruitment support and processing
We will transfer your information to the United States of America via the Breezy HR platform. This platform is in compliance with the EU-US Privacy Shield framework.
We may transfer your information to other Agilyx entities in the following countries: Australia, New Zealand, United Kingdom, Canada, United States of America, Singapore and Malaysia.
Except for New Zealand and the United Kingdom these countries do not hold EU data adequacy, however we have entered into EU approved data processing agreements to protect your information to European standards.
Your information may be transferred to other Agilyx entities:
Data Security
Agilyx will hold your information in accordance with our Information Security Management System and ISO27001 standards.
Data Retention
We may hold your data for up to 24 months to allow recruitment processing and for auditing purposes. We may also invite you to apply for future roles.
Rights of Access, Correction, Erasure, and Restriction
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.
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
Data Protection Manager
Our Data Protection Manager is
Matthew Pritchard
Global Director of Operations
Agilyx Group
operations@agilyxgroup.com