JOB CANDIDATE PRIVACY NOTICE

When You Apply For a Job at Voxco

What Data We Collect and How 

After your job application and during the recruitment process, we will collect, store, and use the following categories of personal data about you: 

Information you have provided when submitting your application through our Website on our career’s page such as your first and last name, your email address, your phone number and your country of residence 
Information you have provided to us in your resume and cover letter 
Any information you provide to us during an interview 
Documentation relating to your right to work in the jurisdiction in which the job is located including a copy of your passport or driver’s license 
If a job is offered to you, we will conduct background check information including your employment history, your address for the previous 5 years, details of any bankruptcies or professional restrictions, results of any credit checks and, where applicable, the results of any DBS checks 
Results of any tests you undertake for us 
We may also collect, store and use the following types of more sensitive personal information, where this information is relevant to the role you are applying for and/or you choose to disclose to us:  
Information about your health, including any medical condition, health and sickness records 
Information about criminal convictions and offences

We collect personal information about you in a variety of ways including directly from you or from notes made by the recruitment team during an interview. Other details may be collected directly from you in the form of official documentation such as your driving license, passport or other right to work evidence. In some cases, we will collect data about you indirectly from the following sources: 

recruitment agencies
your named referees
background check providers
credit reference agencies
third party platforms such as Indeed or LinkedIn, if these were used to apply for the role;
And publicly available sources such as social media sites (to the extent necessary and relevant to the job role)

The most up-to-date description is on our Privacy Policy section of the website itself: https://www.voxco.com/privacy-policy/ 

Cookies 

We use cookies and similar technologies to personalise and improve your experience as you use our website. Please see our cookie policy section https://www.voxco.com/privacy-policy/ for details of the cookies that are set on our website. 

How We Use the Data and Our Legal Bases 

We use the personal information we collect about you to: 

Access your skills, qualifications, and suitability for the role 
Carry out background and reference checks, where applicable 
Communicate with you about the recruitment process 
Keep records related to our hiring processes 
Comply with legal or regulatory requirements

It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our business to appoint someone suitable to that role.  

Further, we will process your personal information to decide whether to enter into a contract with you. 

Once you submit your resume and cover letter to us (or your recruitment agent provides them to us), we will process that information to decide whether you meet the basic requirements to be shortlisted for the role and, if so, invite you for an interview. We will use the information you provide to us at the interview, together with the results of any tests you undertake for us, to decide whether to offer you the role. If we decide to offer you the role, we will then take up references, carry out background checks and right to work checks as part of our pre-employment process. 

Who We Share Your Data With 

We will only share Your Data with the following third parties for the purposes of processing your application: 

Background and reference check providers

All our third-party service providers and other entities in the group are required to take appropriate security measures to protect Your Data in accordance with the law and in line with our policies. We do not allow our third-party service providers to use Your Data for their own purposes. We only permit them to process Your Data for specified purposes and in accordance with our instructions.  

How Long We Keep Your Data 

Voxco will retain your data for the period of time during which a candidate is able to bring a discrimination claim under local law. We retain your data 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. We may also wish to contact you regarding other roles which may arise during this period, for which we feel you may wish to apply. After this period, we will securely destroy your data in accordance with applicable laws and regulations.  

Rights Available to you

Your EU Privacy Rights (under GDPR) 

You have certain rights with respect to Your Data. These are:   

Right to request access – you may ask to see the personal data we hold about you. This right always applies but there are some exemptions, which means you may not always receive all the information we process. You can read more about this right here. 
Right to rectification – if you believe the information that we hold about you is inaccurate, you can ask us to correct it.
Right to erasure – you can ask us to delete the information we hold about you in certain circumstances. You can read more about this right here. 
Right to restriction of processing – you can ask us to stop using Your Data in a certain way in certain circumstances. You can read more about this right here. 
Right to object – you can object to our use of your personal data if we are processing it on the basis of our legitimate interest. You can read more about this right here. 
Right to data portability –. You have the right to ask that we transfer the information you gave us from one organisation to another or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated. This only applies to information you have given us. You can read more about this right here. 
Right to withdraw consent – where you have provided your consent to us processing Your Data, you have the right to withdraw your consent at any time, 
Right to lodge a complaint – if you are resident in the EU, you may lodge a complaint with the supervisory authority in the EU Member State where you are resident or where you work.  For further information on your rights, please see the website of the supervisory authority of your EU Member State.  
Please note that no Voxco automated system makes decisions about your data.

Your Privacy Rights (under CCPA) 

You have certain rights with respect to Your Data. These are:   

The right to know what personal information we hold about you and with whom we share that Personal Information
The right to access or correct your Personal Information
The right to delete your Personal Information
The right to opt out of the sale of your information
The right to equal service and pricing of services when you exercise one of your privacy rights

How to Exercise Your Rights 

If you wish to exercise any of your rights, please contact us: 

Email: privacy@voxco.com 

Mail: [Client] [insert local address from Entities List] (marked for the attention of the DPO) 

Alternatively, if you wish to object to our use of your email address for direct marketing, please click on the ‘unsubscribe’ link at the bottom of any of our marketing emails. 

No Fee Usually Required 

You will not have to pay a fee to access Your Data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.   

What We May Need From You 

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.   

Time Limit To Respond 

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated. 