Recruitment Privacy Notice

This Privacy Notice sets out the basis on which Urban Foresight will process the personal data collected from you or that you provide to Urban Foresight in connection with our recruitment processes.

Urban Foresight Limited is registered with the ICO as an organisation that processes personal data. This privacy notice is in line with the Data Protection Act 2018. 

Your personal information

Information we will collect from you during a recruitment process might include: 

  • Information that you provide when you apply for a role. This includes information provided through an online job site, via email, in person at interviews and/or by any other method. In particular, we process personal details such as name, email address, address, telephone number, date of birth, qualifications, experience, information relating to your employment history, skills and experience that you provide to us. 
  • Evidence of your right to work in the UK 
  • If you contact us, we may keep a record of that correspondence 
  • A record of your progress through any hiring process that we may conduct. 

Why we need your data

We need your data in order to: 

  • Move your application forward 
  • Check that you’re the right candidate for the role 
  • Get in contact with you 

We will process your data on the basis that by applying for a role, you have given consent for this processing to take place. You are free to withdraw your consent at any time.  

Data sharing

Your information will be shared internally for the purposes of the recruitment exercise. This may include sharing with members of the HR and recruitment team, interviewers involved in the recruitment process and line managers in the business area with a vacancy  

We will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. We may then share your data with former employers to obtain references for you, or employment background check providers to obtain necessary background checks. 

If you have applied through a third party provider (e.g. LinkedIn, Indeed), their privacy notice will apply to the data you shared with them.  

Your data will be stored on our cloud computing system, hosted by Microsoft. Microsoft hosts some data stored on its cloud systems outside the UK and European Economic Area (EEA). Microsoft handles data in accordance with GDPR and is contractually committed to the Standard Contractual Clauses (SCCs) set out in the EU Data Protection Directive 95/46/EC. 

We may also use other software applications to process your data, such as Trello (information on how they handle international data transfers is set out here). 

Security

We have put in place appropriate security measures to prevent your personal information from being accidently lost, used or accessed in an unauthorised way, altered or disclosed. 

Data retention 

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for. For documents supporting recruitment, application and sifting the retention period is 3 years.  

We maintain a reserve list of candidates who met our requirements but were not successful in securing the specific post they applied for. We will refer to the list when other roles are advertised and will contact you if you match the role.  

Concerns

If you have any questions about this privacy notice or how we handle your personal information or if you have any concerns over the way that we are processing your data, require any further information about your rights set out above or wish to exercise any of your rights, please contact our Data Protection Officer on +44 (0)191 814 2210 or by email.  

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.