Careers Privacy Policy

Electron’s careers privacy policy | Version 1.2

This careers privacy policy was last updated on August 22, 2024

Contents

  1. Introduction 
  2. Who is the controller or processer of your data? 
  3. What type of personal information do we hold? 
  4. How do we obtain your data? 
  5. What is our lawful basis for processing your data? 
  6. How do we use your data? 
  7. Who do we share your data with? 
  8. Where do we store your data? 
  9. How long do we hold your data for? 
  10. How do we keep your data secure? 
  11. What are your rights? 

1.  Introduction

This policy applies to applicants and candidates for a job with us.

We respect your right to privacy and have put in place security measures for your personal data, along with ensuring that your personal data is managed in accordance with applicable data privacy regulations. 

This privacy policy explains what personal data we hold about you, how we collect it, who we share it with, how it is secured, and what your rights are in relation to your personal data.  

2. Who is the controller or processor of your data?

The controller or, where applicable, processor of your data is Chaddenwych Services Ltd t/a Electron. The principles set out in this privacy notice apply to all instances in which Chaddenwych Services Ltd t/a Electron receives your personal data as a data controller for the purposes described in this notice.

You can find our contact details below.

  • Our company name: Chaddenwych Services Ltd t/a Electron
  • Our company number: UK Companies House: 09914060
  • Our Country of registration: England
  • Our registered office: 86-90 Paul Street, London, England, EC2A 4NE
  • Our website: https://electron.net/

3. What type of personal information do we collect?

We collect and process a range of information about you such as your name and address, your skills and experience and your career history. This information is collected in various ways, outlined below.  

This section lists what data we may hold about you in relation to your job application:

  • Application: Your application details, including cover letter, and the location and role applied for. 
  • Contact details: Your details including your email addresses and phone number(s) 
  • CV: All information shared within your CV including your employment and academic history, details about references, your professional qualifications and skills and interests, skills and hobbies.  
  • Health: Information regarding your health, medical conditions, disabilities, if included in your CV, or where needed to make appropriate adjustments and arrangements for interviews to account for these. 
  • Personal information: Information about your identity including your name(s), address, date of birth, age and your image if you choose to add this to your CV. Full verification checks are carried out if you are offered the job. 
  • Recruitment agency: The recruitment agency or any other channel you were introduced through. 
  • Right to work: Information about your right to work in the country where the role is based. You will be asked to share proof if you are offered the job. 
  • Social media: Details provided by you about your LinkedIn account or any other social media accounts.  

4. How do we obtain your data?

We obtain your personal data from a range of sources listed below:

  • Forms you complete, such as through a job application form either on the Electron website or elsewhere. 
  • Message and documents you send to us, including any CV or cover letter you provide, or any other documents you provide such as passports, driving license and any proof of address, identity or right to work. We may also obtain it from any emails and messages you send, and from your public LinkedIn account. 
  • Conversations directly with you, which may include phone calls, video calls, emails, LinkedIn messaging or otherwise. 
  • Recruitment professionals who put you forward as a candidate or were involved in your recruitment process with us. 
  • Electron’s staff, who may provide information about you and provide us with your CV and/or any other details as part of a referral scheme. 
  • Verification by third parties. We may obtain information from third parties for verification purposes if you are offered the job.

5. What is our lawful basis for processing your data?

To process your data, we must have a lawful reason for doing so. Under the EU Regulation 2016/679 UK General Data Protection Regulation (“GDPR”), the lawful bases we rely on for processing this information are:

  • Consent: This could be explicit documented consent, or it could be implicit because you have requested some action to be taken involving your data. You can remove your consent at any time by contacting marketing@electron.net. 
  • Contractual obligation: Data processing is necessary for the performance of a contract to which the data subject is a party, or in order to take steps at the request of the data subject prior to entering into a contract with them.
  • Legal obligation: We need to process your data to comply with a legal obligation or exercise a legal right.
  • Vital interests: To protect your vital interests which could include care for your health and safety or protecting your life or that of another natural person.
  • Public interests: Data processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller.
  • Legitimate interests: We process your data for our legitimate interests or those of third parties, except where such interests are overridden by the fundamental rights and freedoms of the data subject which require protection of personal data, in where the data subject is a child.

Electron does not collect personal data classified in GDPR as “special category data” (also known as “sensitive personal data”), for example, data concerning the data subject’s race, ethnicity, politics, religion, trade union membership, genetics, biometrics (if used for ID purposes), health, sex life, or sexual orientation).

6. How do we process your data?

The following section outlines the various ways we use your data for.

  • Administration
    • To conduct the recruitment process including keeping a record of your application, arranging and holding interviews, the decision-making process and informing you of the decision. 
    • Lawful basis: Contractual obligation: Preparing the contract if you are offered the job; Legitimate interest  
  • Contacting you 
    • Contacting you by letter, email or phone where appropriate in relation to your application. 
    • Lawful basis: Contractual obligation; Legitimate interest 
  • Recruitment agencies
    • If you were introduced to us via a recruitment agency, we will let them know the outcome of your application and pay any commission due.
    • Lawful basis: Legitimate interest 
  • References
    • We may use references provided to assess your suitability for the role you applied for. 
    • Lawful basis: Contractual obligation; Legitimate interest  

7. Who do we share your data with?

This section outlines who we may share your information with. We will never sell your personal information.

  • Auditors
    • Any third party auditing our business and controls, including our security measures and operational controls, for evidence purposes, but only to the extent reasonably required for such evidence. It will be shared securely, and under a non-disclosure agreement; and is shared normally to the auditors’ secure evidence repository.
  • Other third party providers 
    • We work with third party services who provide website development, hosting, maintenance, and other services for us. These third parties may have access to or process personal data as part of providing these services to us. We limit the information provided to only what is reasonably necessary to perform these functions, and require them to handle your personal information as if we were handling it directly.
  • Other staff 
    • We may share your information with other staff who are involved in engaging you in the recruitment process.
  • Recruitment Agents
    • We may share information with recruitment agencies who introduced you, to let them know the outcome of your application and pay them any commission due.
  • Referees
    • To the referees you have provided to provide us with a reference.

8. Where do we store your data?

  • HubSpot 
    • HubSpot is our Customer Relationship Management (CRM) system which we use for marketing activities and their form feature so visitors can submit forms through the website.
  • Microsoft 365, Gmail, Slack and SharePoint 
    • Electron uses Microsoft 365, Gmail, Slack and SharePoint for its general email, messaging, document creation, document storage and document sharing.
  • People HR
    • Upon completing the recruitment process, if you are successful, you will be added to our HR platform, People HR. 

Electron shall ensure that the following measures are taken with respect to the storage of personal data: 

  • All electronic copies of personal data is stored securely using strong and secure passwords 
  • No personal data is stored on any mobile device (including, but not limited to, laptops, tablets, and smartphones; and 
  • No personal data is transferred to any device personally belonging to an employee and personal data may only be transferred to devices belonging to agents, contractors, or other parties working on behalf of Electron where the party in question is bound by adequate confidentiality agreements. 

9. How long do we hold your data for?

In general, we will only hold your information for as long as it is required for the purposes set out in this privacy policy. 

In the case of our recruitment process, should you become an employee of Electron’s, your data will be used according to our employees handbook.

Should you not be successful in your application for a role this time round, we will keep your information on file for two years. This is to say if there should be another opportunity that is better suited to you that we may wish to contact you about.

10. How do we keep your data secure?

We take security very seriously and are committed to keeping your information safe. Whilst we aim to ensure the security of our systems and the information we hold; no service is guaranteed to be completely secure. If you have any concerns that your personal information has been put at risk, please get in touch.

We are certified to ISO27001 standards, which requires a robust level of information security to be implemented into all aspects of our business. This ensures that all information is handled safely and securely.

10.1 Data breach

We have procedures in place to deal with any suspected data security breaches affecting your personal information. In the event of a breach, we will assess the situation and, where legally required, notify you and the relevant regulatory authorities. 

11. What are your rights?

You have the following rights with respect to the processing your personal data, but please note that these rights may be subject to conditions and exceptions set out in the law.

The UK GDPR facilitates a number of rights for you to access, rectify and delete your data. Your rights are: 

  • Right to be informed: You have the right to ask us how and why we are processing your personal data. If we have provided this to you in the form of this Privacy notice, we will inform you. Where processing has not been identified in this notice, we will provide you with details of what data we are processing, why we are processing it, where we are processing it and how it is being processed.
  • Right to Access: You have a right to access and have a copy of your information provided to you.
  • Right to Rectification: You have the right to have your data updated where inaccuracies have occurred and for that data to be completed, where it remains incomplete.
  • Right to erasure (Also knows as the Right to be Forgotten): You have the right to request that Electron erases your personal data in the following circumstances:
    • It is no longer necessary for Electron to hold that personal data with respect to the purpose(s) for which it was originally collected or processed; 
    • You have withdrawn your consent for us to process that data; 
    • If you have objected to the use of your data and we can no longer justify the reason for processing your data,  
    • You have objected to direct marketing we undertake; 
    • The personal data has been processed unlawfully; or 
    • There is a legal obligation which requires us to erase the data 

Unless Electron has reasonable grounds to refuse to erase personal data, all requests for erasure shall be complied with, and the data subject informed of the erasure, within one month of receipt of the data subject’s request. The period can be extended by up to two months in the case of complex requests. If such additional time is required, the data subject shall be informed. 

If any personal data that is to be erased in response to a data subject’s request has been disclosed to third parties, those parties shall be informed of the erasure (unless it is impossible or would require disproportionate effort to do so). 

To request for the erasure of your personal data please contact support@electron.net.

  • Right to data portability: Where you have provided data to us and Correla is the Data Controller, you have the right to be provided your data in a format that enables you to transfer that data to another provider.
  • Right to object to processing: You have the right to object to our processing of your personal data based on legitimate interests, direct marketing (including profiling), and processing for scientific and/or historical research and statistical purposes.

12. Making a complaint

We hope that we can resolve any query you may have, but you also have the right to complain to the Information Commissioner’s Office (ICO) at any time.

Their details are:

  • Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
  • Helpline number: 0303 123 1113
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