What is the purpose of this Recruitment Privacy Notice?

Limejump is a “controller” in relation to personal data. This means that we are responsible for deciding how we hold and use personal information about you. This privacy notice covers anyone applying for work with Limejump (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the UK General Data Protection Regulation (UK GDPR).

Data protection principles

We will comply with data protection law and principles, which means that your data will be:

• Used lawfully, fairly and in a transparent way.
• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept only as long as necessary for the purposes we have told you about.
• Kept securely.

What personal data do we process?

In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:

• The information you have provided to us in your CV and covering letter, where relevant.
• The information you have provided on our application form, including name, telephone number, personal email address, right to work status and work experience.
• Any information you provide to us during an interview.

We may also collect, store and use the following types of more sensitive personal information:

• Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
• Information about your health, including any medical condition, health and sickness records.
• Information about criminal convictions and offences, financial background, Director status and regulatory check information.

How is your personal information collected?

We collect personal information about candidates from the following sources:

• You, the candidate.
• Recruitment agencies, from which we collect the following categories of data: name, telephone number, personal email address, right to work status and work experience.
• Our third-party background checks provider, from which we may collect the following categories of data: information about criminal convictions and offences, financial background, Director status and regulatory check information.
• Disclosure and Barring Service in respect of criminal convictions.
• Your named referees, from whom we collect information on previous employment.

We will use the personal information we collect about you to:

• Assess your skills, qualifications, and suitability for the role or work.
• 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 a specific role since it would be beneficial to our business to appoint someone to that specific role.

We also need to process your personal information to decide whether to enter into a contract with you.

Process

Having received your CV and application form, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role.

If we decide to offer you the role, following your signing of the contract of employment, we will then check your right to work, proof of address, references and carry out a basic criminal record check before your start date.

For roles that carry significant managerial responsibility or influence, we will also check your financial background, Director status and regulatory referencing.

For roles that are regulated and require official accreditation from professional bodies, such as lawyers or chartered accountants, we will check your official accreditation.

If you fail to provide personal information

If you fail to provide information when requested, or the background checks are not completed to our satisfaction, we reserve the right to revoke and/or terminate your contract.

How we use particularly sensitive personal information

We may use your particularly sensitive personal information in the following ways:

• We may use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during an interview.
• We may use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

Information about criminal convictions

We envisage that we will process information about criminal convictions.

We will collect information about your criminal convictions history when you have accepted an offer from us. We are entitled to carry out criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. In particular:

• We are required by OFGEM to carry out criminal record checks for those carrying out roles that carry significant managerial responsibility or influence. These roles require a high degree of trust and integrity and so we will request a basic criminal record check to take place.

We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.

Data sharing

Why might you share my personal information with third parties?

We will only share your personal information with the third party, Experian, for the purposes of processing your application to conduct background checks. All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

Data security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained from HR.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Data retention

How long will you use my information for?

We will keep your personal data only for as long as required in order to achieve the purposes for which it was gathered, in line with this privacy notice.

For determining when personal data should be erased we shall take into consideration the amount of and sensitivity of the personal data we have, the amount of harm that could be caused by a data breach, the benefits of the purposes the data is being used for and any legal requirements that we are bound to.

If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.

Criminal record information, such as the Disclosure and Barring Service (DBS) forms and DBS certificates shall be deleted as soon as practicable after the check has been completed and the outcome recorded (i.e. whether satisfactory or not). In exceptional circumstances, if the Data Protection Officer or Head of People assesses that it is clearly relevant to the ongoing employment relationship (e.g. to allow for consideration and resolution of any disputes), the information will be retained for six months.

Rights of access, correction, erasure, and restriction of personal information

Under certain circumstances, by law you have the right to:

• Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
• Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact hr@limejump.com.

Who can I contact for more information?

Limejump Limited, Unit 2.13 Canterbury Court, Kennington Park, 1-3 Brixton Road, London SW9 6D

T: +44 (0)207 127 5308

email: data.protection@limejump.com

You also have the right to contact the Shell Group Chief Privacy Officer at:

Shell International B.V., PO Box 162, 2501 AN, Den Haag, The Netherlands

Trade Register, No. 27155369

Email: Privacy-Office-SI@shell.com

If you are unsatisfied with the handling of your personal data by Limejump or by Shell, then you have the right to lodge a complaint to your own countrys’ data protection authority or to the Shell Groups (Dutch) data protection authority at:

Autoriteit Persoonagegevens, Postbus 93374, 2509 AJ, Den Haag, The Netherlands

Website for more information: https://autoriteitpersoonsgegevens.nl/en

Changes to this Privacy Notice

This Privacy Notice may be changed over time. You are advised to regularly review this Privacy Notice for possible changes. This Privacy Notice was last updated on 14/10/21.