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privacy policy

Data controller: Lucy Tufts, polkadotfrog Ltd, Unit 8, Hazlewell Court, Bar Road, Lolworth, Cambridge, CB23 8DS.

As part of any recruitment process, polkadotfrog collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data whilst meeting our data protection obligations.

What information does polkadotfrog collect?

polkadotfrog collects a range of information about you. This includes:

  • your name, address and contact details, including email address and telephone number;
  • details of your qualifications, skills, experience and employment history;
  • information about your current level of remuneration, including benefit entitlements;
  • whether or not you have a disability for which we need to make reasonable adjustments during the recruitment process; and
  • information about your entitlement to work in the UK.

We may collect this information in a variety of ways. For example, data might be contained in application forms or CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests.

polkadotfrog may also collect personal data about you from third parties, such as references supplied by former employers and information from employment background check providers and information from criminal records checks.

Data will be stored in a range of different places, including on your application record, in our database (RDB) and on other IT systems (including email).

Why does polkadotfrog process personal data?

polkadotfrog needs to process data to take steps at your request prior to entering into a contract with you. We may also need to process your data to enter into a contract with you.

In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.

polkadotfrog has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a

candidate’s suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.

polkadotfrog may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. We may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. polkadotfrog processes such information to carry out its obligations and exercise specific rights in relation to employment.

For some roles, we may be obliged to seek information about criminal convictions and offences. When applicable, it is necessary for us to carry out these obligations and exercise specific rights in relation to employment.

If your application is unsuccessful, we may keep your personal data on file for up to six months in case there are future employment opportunities for which you may be suited. We will ask for your consent before we keep your data for this purpose and you are free to withdraw your consent at any time.

Who has access to data?

Your information may be shared internally for the purposes of the recruitment exercise. This includes interviewers involved in the recruitment process and consultants in the business area with a vacancy.

We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We may then share your data with former employers to obtain references for you and employment background check providers. If you are a temporary worker your data may be shared with our payroll provider Red Ark for the purpose of payroll only.

polkadotfrog will not transfer your data outside the European Economic Area.

How does polkadotfrog protect data?

polkadotfrog takes the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

All data is saved in a file accessible only by management (in relation to permanent employees) and on our database RDB (in relation to temporary employees). This is stored and backed up on our secure server which is hosted offsite by our IT support provider Cambridge Networks. Hard copies of data are stored in locked cabinets.

Special categories of data are retained and erased in accordance with polkadotfrog’s policy on special categories of data, details of which are available on our register.

For how long does polkadotfrog keep data?

If your application for employment is unsuccessful, we will hold your data on file for six months after the end of the relevant recruitment process. At the end of that period or once you withdraw your consent, your data is deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require polkadotfrog to change incorrect or incomplete data;
  • require polkadotfrog to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
  • object to the processing of your data where polkadotfrog is relying on its legitimate interests as the legal ground for processing.

polkadotfrog Ltd will provide you with permanent and/or temporary recruitment services; that is to say we will act as an agency as defined under The Employment Agencies Act 1973.

You authorise polkadotfrog Ltd to seek work on your behalf.

You give permission for polkadotfrog to spec your CV out to potential clients/roles that match your experience and or interests.

You give your consent for your photograph to be taken and held on polkadotfrog’s database.

We would like you to know that we try our hardest to keep in touch each week, however this isn’t always possible so if you haven’t heard from us, please don’t think we have forgotten you. There are plenty of ways to keep in touch so please visit our website regularly (www.polkadotfrog.co.uk) as this gets updated daily.

Be the first to know when new jobs are posted on our website by signing up to receive tailored job alerts, events and monthly newsletters coming directly through to your inbox.

You can always like us on Facebook, LinkedIn, Twitter or Instagram to keep updated on all the latest jobs, offers and news! We also like to hear from you, so keep in touch by phone or email, and of course let us know if your circumstances change in any way.

We will call you as soon as anything becomes available that suits your experience and requirements and we look forward to speaking to you soon.

If you would like to exercise any of these rights, please contact Lucy Tufts at lucy@polkadotfrog.co.uk. If you believe that polkadotfrog has not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to polkadotfrog during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.

Automated decision-making

Recruitment processes are not based solely on automated decision-making.