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Candidate Privacy Notice

Introduction 

Thank you for considering a vacancy here at Wise Software (UK) Ltd. (Trading as “OrderWise”.) 

This candidate privacy policy applies to the processing of personal data we collect from you during our recruitment and hiring process. It explains how and why we gather, store, share and use your personal data, as well as the rights and options you have relating to your personal data. 

Wise Software (UK) Ltd. is a data controller for the processing of your personal data. This means that we are responsible for deciding how we hold and use your personal information. We are committed to being transparent about how we collect and use that data, and to how we meet our data protection obligations.   

Your rights 

Privacy laws, including the General Data Protection Regulation give rights to you as an individual over your personal data. Those rights are detailed below. 

The right to information 

Be informed of the personal data we process about you and how we process it. 

The right of access 

Request access to the personal data we process about you. 

The right to rectification 

Request access to the personal data we process about you. 

The right to erasure 

You can ask us to partially or fully erase your personal data. 

There are situations where we are unable to delete your data. For example, if we have a legal obligation to keep the data, or we need the data to establish, exercise or defend a legal claim. 

The right to restriction of processing 

Request that we stop processing all or some of your personal data. 

You can do this if: 

  • your personal data is inaccurate 
  • our processing is unlawful 
  • we do not need your information for a specific purpose, or 
  • you object to our processing and we are assessing your objection request.  

You can request that we stop this processing temporarily or permanently. 

The right to data portability 

Request a copy of your personal data in electronic format and the right to transmit that personal data for use by another party.  

You can request us to transmit your data when we are processing your personal data on the legal basis of consent or performance of contract. However we will try to honour any request to the extent possible. 

The right to object 

Object to us processing your personal data. 

The right to avoid automated decision making 

Not be subject to automated decision making – Request a manual review of a decision based solely on automated decision making (decisions without human involvement), including profiling, where the decision would have a legal effect on you or produce a similarly significant effect. 

Why do we use automated decision making? 

Sometimes, our recruitment processes use elements of automated decision-making. For example, if the role advertised required a minimum qualification, we may ask if you have that qualification during our application process. If you answer ‘no’ to that question, your application may then be rejected automatically. 

We only use automated decision making where necessary/when we expect high volumes of applications. You may request a manual review of the decision by emailing recruitment@orderwise.co.uk.  

Information we collect 

While assessing your application for employment, we will collect, store and use the following:  

  • Information you have provided in your CV and covering letter.  
  • Information you have provided in the application process, including (but not limited to) name, title, address, telephone number, email address, date of birth, gender, employment history, qualifications and employment references.  
  • Information from your Linked In or Indeed profile.  
  • Information you provide during an interview and any test scores.  

We may also process the following special categories of personal data:  

  • Diversity and inclusion information including race, ethnicity, sexual orientation, gender identity and religion (with your consent only).  
  • Information about your health, including any medical condition.  
  • Information about criminal convictions and offences (if applicable to the job role). 

Your personal data we process 

This table displays the categories of personal data we collect and use. 

Category Description 
Application data 

Personal data provided by you or the person who referred you. This includes: 

 

  • Contact information (Like your name, email address, phone number, location etc.) 
  • Details relating to your skills and experience (Like within your CV or a cover letter) 
  • Information about the role, like your requested salary 
  • Publicly available information, like a link to your LinkedIn profile 
  • Other information provided by you during the hiring process 
Interview data Personal data collected during interviews, including any aptitude/ability tests. 
Background check data Information received from external sources, such as background and criminal record checks. 
Immigration and visa data Information related to your immigration status and visa requirements. 
Voluntary demographic data 

On a voluntary basis, we may ask you to provide us with demographic information, such as gender identify, race etc. 

 

This information is processed separately from your application and whether you choose to answer will not affect your application. 

Our purpose for processing your personal data 

The table below shows: 

  • Our purpose for processing your personal data 
  • Our legal justification(s) under data protection law, for each purpose 
  • Categories of personal data we use for each purpose 
Purpose for processing your personal data Legal basis the permits the purpose Categories of personal data used for the purpose 
To communicate with you throughout the hiring process 
  • Legitimate interest 
  • Application data 
To assess your qualifications and suitability 
  • Legitimate interest 
  • Application data 
  • Interview data 
To verify your information and carry out background checks 
  • Legitimate interest 
  • Consent 
  • Compliance with legal obligations 
  • Application data 
  • Background check data 
To consider you for, and inform you about future job opportunities 
  • Consent 
  • Application data 
  • Interview data 
To prepare your employment contract if you are offered a job at Wise Software (UK) Ltd. 
  • Performance of contract 
  • Application data 
  • Immigration and visa data 
To assist you with obtaining an immigration visa or work permit 
  • Legitimate interest 
  • Compliance with legal obligations 
  • Application data 
To comply with applicable laws, regulations, legal processes or enforceable governmental requests, e.g., immigration and visa laws and requirements 
  • Compliance with legal obligations 
  • Application data 
  • Interview data 
  • Background check data 
  • Immigration and visa data 
To evaluate and improve our diversity and belonging efforts on an aggregate level. 
  • Consent 
  • Voluntary demographic data 

 

Sharing your personal data 

We may transfer your personal data to third party service providers such as providers of recruitment tools. 

We may also share your personal data within the EU with other companies in the Forterro Group in order to carry out the activities specified in this policy. 

Whenever we transfer personal data internationally, we use tools to ensure that the data transfer complies with all applicable law. 

Data retention  

How long we will hold your personal information for  

If your application is successful, personal information you have provided during the application process will be kept in your employee file for the duration of your employment plus 7 years following the end of your employment.  

If your application is unsuccessful, personal information you have provided will be retained for 12 months from the end of the recruitment campaign. We retain your personal information so that in case of a legal claim, we can demonstrate 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.  

How to contact us 

For any questions about this policy, or if you would like to exercise any of your rights outlined within this policy, please contact recruitment@orderwise.co.uk.