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Privacy Notice for Recruitment

We, Language Empire Ltd, are committed to protecting your privacy. We collect, store, and use information about individuals securely and respectfully, in full compliance with applicable legislation, including the United Kingdom General Data Protection Regulation (UK GDPR), Data Protection Act 2018 (DPA 2018) and Electronic Communications (EC Directive) Regulations 2004.

This privacy notice explains how we collect, use, and protect your personal information during the recruitment process. This notice does not represent an offer of employment, nor does it create or form part of any contractual agreement, including any employment contract. It does not grant you any contractual rights or impose any contractual obligations on us. We reserve the right to update this notice periodically and will inform you of any changes.

1. Who does this apply to

This privacy notice applies to anyone who creates a profile in our recruitment system, submits a job application, or is offered a position with Language Empire.

2. Information we collect about you

During the recruitment process, we collect a range of information about you when you apply for a job with us.

  • name, address and contact details, including email address and telephone number
  • details of qualifications, skills, experience and employment history
  • information about an individual’s current level of remuneration, including benefits
  • whether or not an individual has a disability that we need to make reasonable adjustments for during the recruitment process
  • immigration and an individual’s right to work information including national ID number, social security or national insurance number, visa or work permit
  • equal opportunities for monitoring information, including gender, ethnicity, age, marital status, and nationality.
  • Interview information, including interview notes, assessment results and performance in role-play scenarios

3. Criminal Record Declarations and Background Checks

As part of your recruitment application, you may be required to complete a Criminal Record Declaration depending on your role and location. This aligns with our commitment to maintaining the highest standards of security and integrity across our operations. The specific requirements are based on UK local laws and regulations.

The nature and extent of background checks may differ based on your location and the specific role you’re applying for. We ensure that all our practices comply with local employment laws and data protection regulations in each jurisdiction where we operate.

4. The methods we use to collect information about you

We collect information electronically (or in hard copy) in a variety of ways, including:

  • application forms, CVs or resumes
  • from passports or other identity documents
  • gathered through interviews or other assessment process, such as group exercises
  • from third parties such as employment agencies, background check providers or referrers
  • public sources (e.g. LinkedIn or other websites)
  • case studies, online tests or personality questionnaires.

5. The purpose of our use of your personal information

In certain situations, we are required to process personal information to ensure compliance with our legal obligations. For instance, verifying a successful applicant’s eligibility to work in the UK is necessary before employment.

We have a legitimate interest in processing personal information throughout the recruitment process and retaining records related to it. This information allows us to manage recruitment effectively, evaluate candidates’ suitability for positions, and make informed hiring decisions.

We may also handle health information to provide reasonable adjustments during the recruitment process for candidates with disabilities, thereby fulfilling our obligations under equality legislation.

When processing other special categories of personal information, such as ethnicity, we do so for the purpose of equal opportunities monitoring, but only with the explicit consent of job applicants, which they may withdraw at any time.

For certain positions, we must seek information regarding criminal convictions and offences to meet our obligations and uphold specific rights related to employment. We will only request this information after a job offer has been extended and accepted.

We assure applicants that personal information will only be used for the recruitment exercise corresponding to their application.

6. Sharing your personal information

Your personal information will be treated as confidential and will only be shared with relevant personnel involved in the recruitment process. We do not sell or rent your information to third parties.

7. Transfers of your personal information overseas

There may be occasions when we transfer your data outside the UK, for example, if we communicate with you using a service provider that operates outside the UK, or if we seek a reference from a person outside the UK. Such transfers will only take place if one of the following applies:

  • the country receiving the data is considered by the UK to provide an adequate level of data protection;
  • the organisation receiving the data is covered by an arrangement recognised by the UK as providing an adequate standard of data protection;
  • the transfer is governed by approved contractual clauses;
  • the transfer has your consent;
  • the transfer is necessary for the performance of a contract with you or to take steps requested by you prior to entering into that contract;
  • the transfer is necessary for the performance of a contract with another person, which is in your interests;
  • the transfer is necessary in order to protect your vital interests or of those of other persons, where you or other persons are incapable of giving consent;
  • the transfer is necessary for the exercise of legal claims; or
  • the transfer is necessary for important reasons of public interest.

8. Ways we protect your personal information

We prioritize the security and protection of personal information. Language Empire has implemented internal policies and controls to prevent the loss, accidental destruction, misuse, or unauthorised disclosure of personal information. Access is restricted to trained employees who require this information to perform their duties effectively.

9. How long we keep your personal information

If your employment application is unsuccessful, we will retain your personal information for six months following the conclusion of the recruitment process. After this period, or if you withdraw your consent, we will securely delete or destroy the information.

10. Your Rights

You have the following rights concerning your personal information:

  • Right to Access: You have the right to request access to your personal information.
  • Right to Rectification: You have the right to request correction of inaccurate or incomplete data.
  • Right to Erasure: You may ask us to delete your personal information, subject to certain conditions.
  • Right to Restrict Processing: You can request that we limit the processing of your data.
  • Right to Data Portability: You can request a copy of your personal information in a structured, commonly used, and machine-readable format.
  • Right to Object: You can object to the processing of your personal information based on legitimate interests or for marketing purposes.

To exercise any of these rights, please contact us using the details provided below.

11. Right to complain

If you are unhappy with the processing of your personal information, you should contact the Data Protection Officer in the first instance. You also have the right to complain to the supervisory authority if you consider that your data protection rights have been breached. The supervisory authority is the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, https://ico.org.uk/

Further details about your rights and the complaints process can be found on the Information Commissioner’s website.

12. Keeping your personal data up-to-date

It is important that the data we hold about you is accurate and current. Please keep us informed of any changes that may be necessary during your working relationship with us.

13. Changes to This Privacy Notice

We may update this privacy notice from time to time. Any changes will be posted on our website, and where appropriate, notified to you by email.

14. Contact the Data Protection Officer

If you’d like to put any of your rights into effect or make a complaint, please contact the Data Protection Officer. We’ll respond within one calendar month of receiving your request. Please email gdpr@empire-groupuk.com .

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