We respect the privacy rights of individuals and are committed to handling personal information responsibly. In accordance with the General Data Protection Regulation (GDPR), we have implemented this privacy notice to inform you, as prospective employees of Vectorworks UK Ltd. ("the Company", "we" or "us") of the types of personal data we process about you when you apply for a job or other role with us. We also include within this notice the reasons for processing your data, the lawful basis that permits us to process it, how long we keep your data for and your rights regarding your data. The term "applicants" is used in this Notice to refer to anyone who applies for a job role, or who otherwise seeks to carry out work with or for us (whether on a permanent or non-permanent basis).
If you are in any doubt, or have any comments or questions about this Notice, please contact us using the contact details below.
A) TYPES OF PERSONAL DATA WE COLLECT WHEN YOU APPLY
Information that we collect automatically
You can visit the recruitment section of our website ("http://www.vectorworks.net/") and search for jobs without providing personal information. However, we do collect certain information automatically from your device when you visit our Website. For further information, please see the privacy notice that applies to the use of our Website http://www.vectorworks.net/legal/privacy
Information collected from you
The types of data we collect and process when you apply for a role with our company includes:
a) personal details such as name, address, phone numbers;
b) name and contact details of your next of kin;
c) your photograph;
d) your gender and marital status;
e) right to work documentation;
f) information gathered via the recruitment process such as that entered into a CV or included in a CV cover letter;
g) references from former employers;
h) details on your education and employment history etc;
i) driving licence.
As a general rule, during the recruitment process, we try not to collect or process any of the following: information that reveals your racial or ethnic origin, religious, political or philosophical beliefs or trade union membership; genetic data; biometric data for the purposes of unique identification; or information concerning your health/sex life ("Sensitive Personal Information"), unless authorised by law or where necessary to comply with applicable laws.
Your failure to provide us with data may mean that we are unable to fulfil our requirements for entering into a contract of employment with you. This could include being unable to offer you employment or administer contractual benefits.
Personal information collected from other sources
In some cases, we will collect data about you from third parties. This data includes
- Information provided by employment agencies;
- References provided by referees (e.g. former employers);
- Criminal records data obtained through criminal records checks
- Information provided by credit reference agencies.
B) PURPOSES FOR PROCESSING PERSONAL DATA
We collect and use this personal information primarily for recruitment purposes – in particular, to determine your qualifications for employment and to reach a hiring decision. This includes assessing your skills, qualifications and background for a particular role, verifying your information, carrying our reference checks or background checks (where applicable) and to generally manage the hiring process and communicate with you about it.
If you are accepted for a role at our company, the information collected during the recruitment process will form part of your ongoing staff member record and will be processed in accordance with our Employee Privacy Notice.
If you are not successful, we may still keep your application to allow us to consider you for other suitable openings within our company in the future unless you request that we delete your application.
During the recruitment process, applicant data will be collected to identify each applicant and their eligibility for the position under consideration. The applicant’s data will be kept on file for up to 6 months for future consideration. The personal data of applicants who are hired as an employee, will remain on file for the duration of their employment as required by law.
C) LEGAL BASIS FOR PROCESSING PERSONAL DATA
The information below categorises the types of data processing we undertake and the lawful basis we rely on:
- our legitimate interests (which are not overridden by your rights, particularly taking into consideration the safeguards that we put in place);
- to comply with applicable immigration and/or employment laws and regulations;
- to take steps prior to entering an employment contract with you, where you are considered for employment;
- where we have your consent to do so. Where we have requested your consent to process your personal data, you have the right to withdraw your consent at any time;
- to protect your vital interests or those of another person.
When we collect Sensitive Personal Information we do so only:
- in circumstances where you have made the data public;
- to comply with applicable immigration and/or employment laws and regulations;
- for the assessment of your working capacity should you join us;
- to protect your vital interests or those of another person;
- to establish, exercise or defend legal claims; and/or
- for reasons of substantial public interest in accordance with relevant law.
If you have questions about or need further information concerning the legal basis on which we collect and use your personal information, please contact us using the contact details provided below.
D) WHO WE SHARE YOUR DATA WITH AND TRANSFERS ABROAD
We take care to allow access to personal information only to those who require such access to perform their tasks and duties, and to third parties who have a legitimate purpose for accessing it. Whenever we permit a third party to access personal information, we will implement appropriate measures to ensure the information is used in a manner consistent with this Notice and that the security and confidentiality of the information is maintained.
Transfers to other group companies
We will share your personal information with other members of our group around the world (in particular, in the United States) in order to administer our recruitment processes and store data.
Transfers to third party service providers
We may make certain personal information available to third parties who provide services relating to the recruitment process to us, including:
- recruitment or executive search agencies involved in your recruitment, e.g. West Berkshire Training Consortium;
- background checking or other screening providers and relevant local criminal records checking agencies, e.g. General Information Services, Inc.;
- data storage, shared services and recruitment platform providers, IT developers and support providers and providers of hosting services in relation to our careers website, e.g. HR online, iCIMS;
- third parties who provide support and advice including in relation to legal, financial / audit, management consultancy, insurance, health and safety, security and intel and whistleblowing / reporting issues.
Transfers to other third parties
We may also disclose personal information to third parties on other lawful grounds, including:
- Where you have provided your consent;
- To comply with our legal obligations, including where necessary to abide by law, regulation or contract, or to respond to a court order, administrative or judicial process, including, but not limited to, a subpoena, government audit or search warrant;
- In response to lawful requests by public authorities (including for tax, immigration, health and safety, national security or law enforcement purposes);
- As necessary to establish, exercise or defend against potential, threatened or actual legal claims;
- Where necessary to protect your vital interests or those of another person; and/or
- In connection with a sale or restructure, assignment or other transfer of all or part of our business.
In some cases, the sharing described above may result in your personal information being transferred internationally, including from the European Economic Area to a country outside it, like the USA. These countries may have data protection laws that are different to the laws of your country.
Specifically, our group companies and third party service providers operate around the world. However, we have taken appropriate safeguards to require that your personal information will remain protected in accordance with this Privacy Notice. These include:
- implementing the European Commission’s Standard Contractual Clauses (under Article 46.2 of the General Data Protection Regulation); and
- reliance on the EU-US Privacy Shield (under Article 45 of the General Data Protection Regulation).
E) KEEPING YOUR DATA SECURE
We use appropriate technical and organisational measures to protect the personal information that we collect and process about you. The measures we use are designed to provide a level of security appropriate to the risk of processing your personal information.
F) DATA RETENTION PERIODS
We store your personal data in accordance with applicable laws and only keep them for as long as needed for to carry out the purposes described in this Notice or as otherwise required by applicable law. Generally, this means that your personal data will be retained:
- in accordance with the retention periods applicable to our employees if your application is successful;
- if your application is not successful we will keep your data for a year once the recruitment exercise ends.
G) AUTOMATED DECISION MAKING
In some instances, our use of your personal information may result in automated decisions being taken that legally affect you or similarly significantly affect you. Automated decisions mean that a decision concerning you is made automatically on the basis of a computer determination (using software algorithms), without our human review.
For example, we use automated decisions to determine whether the applicant's expected compensation range is within the budgeted range and not proceed in the recruitment process if the former exceeds the latter. We have implemented measures to safeguard the rights and interests of individuals whose personal information is subject to automated decision-making, including having a procedure in place to allow applicants to challenge that decision and further process their request based on an independent review mechanism.
When we make an automated decision about you, you have the right to contest the decision, to express your point of view, and to require a human review of the decision. You can exercise this right by contacting us using the contact details provided under heading I below.
The applicant tracking system will reject an application if the expected compensation range is not within the budgeted range of the role you that you are interested in and/or you decline to take part in the criminal background screening process.
H) YOUR DATA PRIVACY RIGHTS
You have the following rights in relation to the personal data we hold on you:
a) the right of access to the data we hold on you;
b) the right for any inaccuracies in the data we hold on you to be corrected. This is also known as ‘rectification’;
c) the right to request deletion of your personal data in certain circumstances. This is also known as ‘erasure’;
d) the right to ask us to restrict the processing of your personal data;
e) the right to request us to transfer the data we hold on you to another data controller. This is also known as ‘portability’;
f) the right to object to the processing of your personal information;
g) the right to complain to the Information Commissioner's Office (ICO) about our collection and use of your personal information. For more information, please contact the ICO at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or by telephone on 0303 123 1113 (local rate) or 01625 545 745.
In addition to the above rights, you also have the right to withdraw consent that you have previously provided, to our processing of your data at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.
If you wish to exercise any of the rights explained above, please contact at: privacy@vectorworks.net. We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.
I) CONTACT DETAILS
Please address any questions or requests relating to this Notice to privacy@vectorworks.net. or alternatively, you can raise any concerns with your line manager or with the HR department based in the US at HRPrivacy@vectorworks.net.
By clicking Next, you acknowledge you have read the statement above.