Candidate Privacy Notice
Purpose of this notice
This notice covers how First Actuarial will use your personal data if you are applying for work with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the Data Protection Legislation.
Who looks after my data?
First Actuarial LLP is a "controller" in relation to this personal data. This means that we are responsible for deciding how we hold and use personal information about you.
Data protection principles
We will comply with data protection law and principles, which means that your data will be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely.
The kind of information we hold about you
In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
- The information you have provided to us in your curriculum vitae and covering letter.
- Any information you provide to us during an interview.
- Any information you provide to us when completing the role-relevant tests, we carry out as part of our selection process for some roles.
- We may also collect, store and use the following types of more sensitive personal information:
- Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
- Information about your health to identify if reasonable adjustments are required.
- Information about criminal convictions and offences as well as credit check information (for successful candidates only).
How is your personal information collected?
We collect personal information about candidates from the following sources:
- You, the candidate.
- Any of the recruitment agencies, which are listed in our Approved Supplier List, from which we collect the following categories of data: CV data such as details on education and previous work experience.
- Our background check provider, from which we collect the following categories of data: Information about criminal convictions and offences. Credit check information. This applies to successful candidates only.
- Your named referees, from whom we collect the following categories of data: Work experience and character reference. This applies to successful candidates only.
- Where applicable, we check the public disciplinary records of the Institute and Faculty of Actuaries.
- We review your public profile on LinkedIn, if applicable.
How will we use information about you?
We will use the personal information we collect about you to:
- Assess your skills, qualifications, and suitability for the role.
- Carry out background and reference checks, where applicable (successful candidates only).
- Communicate with you about the recruitment process.
- Keep records related to our hiring processes.
- Comply with legal or regulatory requirements.
We also need to process your personal information to decide whether to enter into a contract of employment with you.
Having received your CV and covering letter and, if applicable, the results from the test which you took during the screening process, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for interview(s), we will use the information you provide to us at the interview(s) and, if applicable, the results from any role-relevant tests, to decide whether to offer you the role. If we decide to offer you the role, we will then take up references and carry out a right to work check, a criminal record check and a basic credit information check before confirming your appointment.
The lawful reason for processing your data
First Actuarial processes your data because we have a legitimate business interest in ensuring that it will be beneficial to our business to appoint you.
First Actuarial have a legal obligation to ensure you have a right to work in the UK and to meet any request to make reasonable adjustments in connection with the recruitment process.
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.
How we use particularly sensitive personal information
We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview.
Information about criminal convictions and credit checks
We envisage that we will process information about criminal convictions and perform a basic credit check.
We will collect information about your criminal convictions history if we would like to offer you the role, conditional on checks and any other conditions, such as references, being satisfactory. We are entitled to carry out these checks to satisfy ourselves that there is nothing which makes you unsuitable for the role. In particular working within First Actuarial requires a high degree of trust and integrity as First Actuarial works in the financial sector and advises on and administers pension schemes holding significant amounts of assets and with regular cashflows. Therefore, we seek a basic disclosure of your criminal records and credit history.
We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
Automated decision-making
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
Data sharing
We will only share your personal information with the following third parties for the purposes of processing your application:
- The recruitment agency you have applied through, if applicable,
- our background checks provider,
- our retained employment lawyers, if applicable,
- your named referees.
All our third-party service providers 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 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 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.
If you require further information, please contact us.
How long will you keep my information for?
Should your application be successful, and you accept a role with First Actuarial then CV, interview notes and tests will be retained as part of the main HR records.
If all other cases, we will retain your personal information for a period of 12 months after we have communicated to you our decision about whether to appoint you to the role. We retain your personal information for that period so that we can 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. After this period, we will securely destroy your personal information in accordance with our data retention policy.
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 contact our using the details below.
Contact us
You may contact us for further details on how we use your personal information, or with any other questions about this privacy notice, including any requests to exercise your rights, in the following ways:
Data ProtectionHuman Resources
Trafford House
Chester Road
Old Trafford
Stretford
Manchester
M32 0RS
Email us: hrhelpdesk@firstactuarial.co.uk
Last reviewed: 17 August 2022