Recruitment Privacy

How your personal data is collected

From you when you

• direct, speculative approach
• application through our website

From other parties such as

• existing employee or contractor referrals
• head-hunters
• recruitment agency making a speculative approach or responding to open vacancies on our website
• recruitment agencies responding to an approach by an existing employee or contractor
• third party recruitment platforms, such as LinkedIn
• references provided by third-parties that we approach (e.g. previous employers or individuals)
• verification of claims made (e.g. qualifications) with third-parties (e.g. relevant industry bodies, training or educational establishments)
• security clearance bodies

From cookies

You can find out more about the cookies on we use on our website in our Cookie Policy.  Some web browsers may transmit “do-not-track” signals to the websites and online services you communicate with. Whilst there is no industry standard that governs what, if anything, we should do if we receive such a signal, our website will not set cookies if your browser is set to ‘do-not-track’.

IP addresses

When you visit our website we record your IP address.  This may be kept in log files or matched against public or proprietary databases to provide us with information about your visit. It may identify the organisation to whom the IP address is registered (and in some cases enable us to identify you).

How we use your personal data

We use the data that we collect for a few reasons, examples of which are given below.

Acknowledging your application

• contacting you directly, or via a third-party to acknowledge receipt and consideration of your application

Reviewing your application

• reviewing and assessing your suitability for a role with us
• if you have applied through a third-party this may involve us liaising with them to discuss the merits of your application

Communicating with you, an agency or other third-party involved in your application or recruitment

• communication of progress, stages, requirements and outcomes
• arranging interviews/travel arrangements

Interviewing you

• during this process we will refer to, and rely on, information that we have received or obtained in relation to your application

Pre-employment checks

• given the nature of our business, we are required to carry out certain checks with third-parties in relation to you prior to you joining our business. In some situations this may require you to instruct the third-party and to provide the result to us
• to give you an idea of the nature of these checks, they include criminal record searches, pre-employment credit checks, education and previous employment checks
• where we ask you to provide such a search we will not share the results with other potential employers and will abide by the relevant body’s code of practice in respect of handling the information

Keeping you informed of future roles

• if you have asked us to do so, we may keep you informed about future roles that become available that we consider relevant to your experience. We may also notify third parties (such as recruitment agencies) of vacancies and they may then contact you in relation to them

Allocation of recruitment bonus awards

• to ensure we obtain and retain the best possible talent, your contacts that you mention, or that provide us with your name may receive a financial incentive if you join us.

Enforcing our rights

• we may need to process certain information (including personal data) to exercise or enforce our rights under this and any other relevant policies

Responding to and actioning your requests

• processing may be required to respond to your requests for information (e.g. if you make a data subject access or data portability request) or to action a request you make (e.g. correction, deletion, erasure or restriction)

NOTE:  Group companies: If you apply for a role within a group company located outside of the territory that you are currently resident in, it may be necessary for us to share your personal data with employees and contractors of that group company (and other third-parties working on its behalf as set out in this policy). These individuals may be located outside the country you are resident in.

How we process and share personal data lawfully

This table shows the main basis we rely on to process personal data. Sometimes there may be a secondary basis for the same type of processing. If we share personal data, we only do so after careful consideration of whether it is necessary and lawful to do so.  We will only share information where we have a contract with the receiving party which requires them to keep the information just as secure as if we store it, or where we are legally required to make the disclosure.

Other important things to know

Data Privacy Framework

Egress Software Technologies Limited complies with the EU-U.S. Data Privacy Framework (EU-U.S. DPF) and the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. Data Privacy Framework (Swiss-U.S. DPF) as set forth by the U.S. Department of Commerce. Egress Software Technologies Limited has certified to the U.S. Department of Commerce that it adheres to the EU-U.S. Data Privacy Framework Principles (EU-U.S. DPF Principles) with regard to the processing of personal data received from the European Union and the United Kingdom in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF. Egress Software Technologies Ltd has certified to the U.S. Department of Commerce that it adheres to the Swiss-U.S. Data Privacy Framework Principles (Swiss-U.S. DPF Principles) with regard to the processing of personal data received from Switzerland in reliance on the Swiss-U.S. DPF.  If there is any conflict between the terms in this privacy policy and the EU-U.S. DPF Principles and/or the Swiss-U.S. DPF Principles, the Principles shall govern.  To learn more about the Data Privacy Framework (DPF) Program, and to view our certification, please visit https://www.dataprivacyframework.gov/

The Federal Trade Commission has jurisdiction over Egress Software Technology’s compliance with the EU-U.S. Data Privacy Framework (EU-U.S. DPF) and the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. Data Privacy Framework (Swiss-U.S. DPF).

In compliance with the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF, Egress Software Technologies Ltd commits to cooperate and comply respectively with the advice of the panel established by the EU data protection authorities (DPAs) and the UK Information Commissioner’s Office (ICO) and the Swiss Federal Data Protection and Information Commissioner (FDPIC) with regard to unresolved complaints concerning our handling of human resources data received in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF in the context of the employment relationship. This is provided at no cost to you.

In compliance with the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF, Egress Software Technologies Ltd commits to refer unresolved complaints concerning our handling of personal data received in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF to PrivacyTrust, an alternative dispute resolution provider based in the United Kingdom.  If you do not receive timely acknowledgment of your DPF Principles-related complaint from us, or if we have not addressed your DPF Principles-related complaint to your satisfaction, please visit https://privacytrust.com/services/data-privacy-framework/dispute-resolution/ for more information or to file a complaint.  The services of Privacy Trust are provided at no cost to you.

You have the right, under certain conditions, to invoke binding arbitration for complaints regarding DPF compliance not resolved by any of the other DPF mechanisms. Further details may be found in the DPF Annex I.

Egress Software Technologies Limited shall remain liable under the DPF Principles if we or our third parties transfer or process such personal information in a manner inconsistent with the DPF Principles.

Complaints

If you have a complaint relating to our services you can raise it by emailing us or by calling +1-800-732-0746 (if you are in North America) or +44 (0) 20 3973 1333 (for anywhere else).   Please note calls may be recorded and/or monitored for quality assurance and compliance purposes. Call recordings are stored in the United Kingdom.  If your complaint relates specifically to the processing of your personal information, please email us here. 

You may also have the right to make a complaint at any time to a Supervisory Authority (such as the Information Commissioner's Office (ICO) in the UK).  We would, however, appreciate the chance to deal with your concerns before you approach a regulator so please contact us in the first instance.

You can find our detailed Complaints Policy at www.egress.com/legal.

About us

We are Egress Software Technologies Limited, for and on behalf of ourself and our group of companies.  You can find out more details about us at www.egress.com/about and you can contact us at info@egress.com. Egress Software Technologies Limited (a foreign company registered on the Dutch Chamber of Commerce) further identified in the section above is our EU representative.

Changes to this policy

We can change this policy from time to time. You should check the website periodically to make sure that you have read our most recent policy.

Law

This Policy , its subject matter and formation are governed by English law. We both agree that the courts of England and Wales will have exclusive jurisdiction.