Privacy notice for applicants
What is the purpose of this document?
This privacy notice outlines how we, Biofidelity Ltd (referred to in this privacy notice as “Biofidelity”, “we” and “us”), collect, store and use personal information about you in relation to your application for a role with us or with our wholly owned subsidiary in the Unites States (US), Biofidelity Inc.
Biofidelity is committed to safeguarding your personal information. Whenever you provide personal information to us, we are legally obliged to use it in accordance with UK data protection laws.
This privacy notice applies to candidates applying for a role with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used by us, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. We are required under UK data protection laws to notify you of the information contained in this privacy notice.
The kind of information we hold about you
Personal data, or personal information, means any information about an individual from which that individual can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, store, and use the following categories of personal information about you in connection with your application:
- Identity details including name, title, date of birth, gender and other identification such as passport details and driving licence details.
- Contact details such as your address, telephone numbers, and personal email addresses.
- Application information including copies of right to work documentation, information about your current remuneration, references and other information included in your CV or covering letter or otherwise as part of the application and recruitment process such as information collected during interviews that we ask you to attend and any relevant test results).
We may also collect, store and use the following "special categories" of more sensitive personal information:
- Information about your race, ethnicity or nationality, religious beliefs and/or sexual orientation.
- Information about your health, including any medical condition or disability and health and sickness records.
We envisage that we will collect or process information about criminal convictions where you are applying for certain roles. We will only collect information about criminal convictions (from you and/or by carrying out criminal background checks) if it is appropriate given the nature of the role and where we are legally able to do so. We are allowed to use this personal information to carry out our obligations in connection with your potential employment by us or Biofidelity Inc. We have in place an appropriate policy and safeguards which we are required by law to maintain when processing such data.
How is your personal information collected?
We collect personal information about you through the application and recruitment process, either directly from you or sometimes, where relevant, from an employment agency or background check provider and/or referees including former employers.
We do not envisage that any decisions will be taken about you using solely automated means, however we will notify you in writing if this position changes.
How we will use information about you
Where we are a data controller in respect of your personal information, we are required by data protection laws to be clear about the purpose for which we are processing that personal information and our lawful basis for doing so.
The purpose for our processing of your personal information is to assess your suitability for the role that you are applying for and to decide which of the candidates applying for the role are best suited to the requirements of the work.
Our lawful grounds for processing your personal information is that:
- it is in our legitimate interests to assess your suitability for the role that you are applying for and to decide whether to appoint you to the role because we need to appoint individuals that are appropriate to the role for the benefit of our business; and
- we need to assess your application information to decide whether to enter into a contract of employment (or otherwise) with you.
Where we collect special categories of more sensitive personal information about you, we do so for the following purposes, which are necessary for us to carry out our obligations in the field of employment:
- We will use any relevant information about your health (such as your disability status, if applicable) to consider whether we need to provide appropriate adjustments during the recruitment process.
- We may use information about your race, ethnicity or nationality, religious beliefs and/or sexual orientation to ensure meaningful equality monitoring and reporting.
If you fail to provide information when requested (where that information is necessary for us to consider your application (such as evidence of qualifications or work history), we may not be able to process your application successfully.
We may share your personal information with our third party service providers for the purposes of processing your application or where we are otherwise required by law to disclose your information.
We ensure that access to your personal information is subject to restrictions on use and confidentiality commitments. Your personal information will be treated as confidential and will only be accessible by and/or disclosed to:
- staff in the Biofidelity group that are responsible for processing your application or that are otherwise involved in the recruitment process (for example, members of the recruitment team, interviewers involved in the recruitment process, and managers in the area with a vacancy); and
- our service providers including third parties that supply services to us in connection with our recruitment processes and our IT suppliers such as hosting providers.
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.
We will, where relevant, transfer your personal information outside of the UK when information is shared between us and our US subsidiary, Biofidelity Inc., and with our US based IT service providers.
Where we transfer your personal data outside of the UK to Biofidelity Inc. and our US based service providers, we use specific contracts which ensure that your personal information is given the same protection it has in the UK. For further details and a copy of the relevant contracts, see the ICO’s webpage on the transfer of personal data to third countries.
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.
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 party service providers 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. Details of these measures may be obtained by getting in touch with us using the contact details provided below.
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.
How long will you use my information for?
We will retain your personal information for a period of around 6 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 applicable laws and regulations.
If 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, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.
Your data protection rights
In certain circumstances, you have the right under UK data protection laws 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 (known as the “right to data portability”).
- Right to withdraw consent. In any circumstances where we have relied on 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. 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.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, request that we transfer a copy of your personal information to another party, or withdraw your consent (in each case, where applicable) please contact us.
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.
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.
Data Protection Authority
You also have the right to make a complaint at any time to the UK supervisory authority for data protection issues. This is the Information Commissioner's Office (ICO) whose details can be accessed via the ICO website at https://ico.org.uk/global/contact-us/
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.
If you have any questions about this privacy notice, please let us know by contacting us.
Our details are as follows:
330 Cambridge Science Park