Privacy and your data rights

1. Introduction

ISG PLC is a company registered in England and Wales under the registration number 10081578. Our registered address is Aldgate House, 33 Aldgate High Street, London, EC3N 1AG. All references to ‘ISG’, ‘we’, ‘us’, ‘our’ are references to ISG and its subsidiaries.

We understand that our candidates and job applicants care about their privacy, and we take that seriously. This Privacy Notice describes the ISG’s policies and practices regarding its collection and use of your personal data in the course of recruitment process.

2. Data protection officer

ISG is the controller of your personal data.

We have appointed an internal data protection officer for you to contact if you have any questions or concerns about the ISG’s personal data policies or practices. ISG’s data protection officer’s name and contact information are as follows:

Rich Yates
Data Protection Officer
ISG
Aldgate House
33 Aldgate High Street
London  EC3N 1AG
data.protection@isgltd.com

3. How we collect and use your personal information?

3.1. How we collect your data?

Depending on a role you are applying for and circumstances, we collect your personal data using various methods and sources, including the following:

  • Directly from you when you apply for any of our role or submit a speculative application
  • From your CV and cover letter
  • From a recruitment agency when you apply for any of our role advertised by the agency and your personal information is shared with us for such reason
  • From referees when you are being referred by our employees
  • From publicly available sources where you have made such information public, for example, your public LinkedIn profile
  • From our landlords’ CCTV footage when you attend our premises for interviews

 In the course of recruitment process, we may ask you to provide specific information necessary for us to consider your application, for example, information confirming your right to work in the United Kingdom or any other country where you wish to be seconded to. If you fail to provide such information when requested, we may not be able to progress on your application successfully.

3.2. What personal data we process and why?

Depending on our engagement with you, we process the following categories of personal data:

Information related to your contact details and professional profile: this information varies from your name, address, phone number, email address to your education, training, work history and interview notes. We use this information to communicate with you about the recruitment process and assess your skills, qualifications and suitability for the role. We may also need to retain this information for keeping the records of our hiring process or offering you future employment opportunities with us.

Information related to your communication with us: we will retain your emails with us for a defined period in order to proceed further with your application and to keep records of our hiring process.

Information related to your disability or another specific health condition: we may process information about whether or not you are disabled or have other health concerns if you disclose these details to us. We will use this information to carry out our obligations and exercise specific rights in relation to employment.

Information related to your test results: we may process information about scores and feedback on your aptitude and skills tests if you are required to undertake them in order to assess your suitability and skills for a role and to keep records of our hiring process.

Information related to equality monitoring: we may collect information about your gender or information in relation to your ethnic origin, sexuality and neurodiversity in order to make sure that we give even opportunities to all our candidates and treat them equally.

For more information, please see the Appendix below.

3.3. Lawful basis for processing your personal data

Depending on the processing activity, we rely on the following lawful basis for processing your personal data:

  • Your request to undertake steps necessary before entering into a contract
  • Legitimate interest
  • Legal obligation

For more information on lawful bases please refer to the Appendix below.

If your application is unsuccessful, we may ask for your consent to keep your personal information on file in order to offer you future employment opportunities with us for which you may be suited. In any circumstances you will be free to refuse or withdraw your consent at any time.

4. Automated decision making

We do not undertake any automated decision-making or profiling using your personal information..

5. How long do we keep your personal information?

The information we collect or obtain about you will be stored for the duration necessary to progress on your application and in some instances longer, if required by our legitimate interest when it does not override your interests, rights and freedoms or when you consent to a longer retention of your file.

For more information on the retention of your personal information please contact us at data.protection@isgltd.com.

6. When and how we share personal information

In some circumstances we may have to share your personal information with other organisations or divisions within the ISG group, for example, where we need to grant you a secondment.

We also use third parties who provide certain services for us, namely:

  • recruitment application provider
  • recruitment agencies
  • talent assessment provider
  • email and online storage providers

We will share your personal information with these parties to a certain extent depending on the nature and scope of services provided. We have contracts in place with them which prevent them doing anything with your personal information against our instructions.

Some of these third parties, as well as other ISG PLC entities, may be located outside the UK and EU which means that your personal data may be transferred overseas. In such instances we will make sure that the data is transferred only to those third parties which have appropriate safeguards in place, such as adequacy decisions approved by the EU Commission, standard contractual clauses or other mechanisms.

7. Security of your information

To help protect the privacy and confidentiality of your personal information, we maintain physical, technical and administrative safeguards. We update and test our security technology on an on-going basis. We restrict access to your personal data to those employees who need to know that information to provide benefits or services to you. In addition, we train our employees about the importance of confidentiality and maintaining the privacy and security of your information. We commit to taking appropriate disciplinary measures to enforce our employees' privacy responsibilities.

8. Data subject rights

This Privacy Notice is intended to provide you with information about what personal data the ISG collects about you and how it is used. If you have any questions, please contact us at data.protection@isgltd.com.

Under the GDPR data subjects have the following rights:

  • The right to be informed of any data processing
  • The right of access to your personal data
  • The right to rectification of your personal data, in some circumstances
  • The right to erasure of your personal data, in some circumstances
  • The right to restrict processing of your personal data, in some circumstances
  • The right to data portability, in some circumstances
  • The right to object to the processing of your personal data, in some circumstances
  • Rights in relation to automated decision making and profiling

If you wish to exercise your rights as a data subject, please contact us at data.protection@isgltd.com.

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

We may also refuse to comply with your request to access personal data if the information you ask us to provide relates to our business management forecasting or planning and the disclosure of such information would likely affect our business, or where the information consists of records of our intentions in relation to any negotiations with you and such disclosure would be likely to prejudice those negotiations, or the requested information consists of a reference given (or to be given) regarding your prospective or current education, training, employment, appointment to any office or your provision of any service. If we refuse your access to personal data, we will explain the reasons in our response to you.

You also have the right to make a complaint at any time to the Information Commissioner’s Office. We would, however, appreciate the chance to deal with your concerns first before you approach the supervisory authority, so please do contact us in the first instance.

9. Appendix 1 - Further details on your information

The following details the information we may collect (depending on a processing activity), the appropriate legal basis and justification and the retention period for such data.

Category of information collected Information collected Legal basis Justification
Information related to your contact details and professional profile

Name
Address
Contact telephone numbers
Personal email address
Date of birth
Gender
Marital status
CSCS Card Information
Information evidencing the right to work in the UK
Employment and education history including your qualifications, job application and CVs
Interview notes

Your request to undertake steps necessary before entering into a contract
Legitimate interest
Consent

This data needs to be processed for the following reasons:
- to identify you
- to enable communication with you
- to assess your suitability for a role
- to retain your information for a defined period to protect and defend us from any legal claims
- to retain your information for future employment opportunities for which you may be suited if your application was unsuccessful

Information related to your communication with us

Our emails with you

Your request to undertake steps necessary before entering into a contract
Legitimate interest.

This data needs to be processed for the following reasons:
- to progress your application
- to retain your information for a defined period to protect and defend us from any legal claims

Information relating to your disability or another specific health condition

Disability or health information if you choose to disclose it

Legal obligation

This data may be processed for the following reasons:
- to comply with legal obligations in relation to employment and social security law

Information relating to your test results*

*We require our candidates to take such test for some of our positions. We will inform about such requirement in advance

Scores and feedback on your aptitude and skills tests if you are required to undertake them

Your request to undertake steps necessary before entering into a contract
Legitimate interest

This data needs to be processed for the following reasons:
- to assess your suitability and skills necessary for a role
- to retain your information for a defined period to protect and defend us from any legal claims

Information relating to equality monitoring

Gender
Sexuality
Ethnic origin
Neurodiversity

Equality monitoring

This data may need to be processed for the following reason:
- to ensure the equality of opportunity and treatment in the company