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Hymans Robertson LLP​ Privacy Statement

Hymans Robertson LLP is committed to protecting and respecting your privacy.

Under data protection laws, we are the data controller in relation to personal information we collect about you for the purposes of recruitment with us. This means we are responsible for deciding what information to collect about you and how it is used. Our contact details are set out under Contacting Us.

This notice explains what personal information we collect about you, how and why we use it, who we disclose it to, and how we protect it.

As defined by the General Data Protection Regulation (GDPR) Hymans Robertson LLP is the Data Controller and ultimately responsible for ensuring the data you provide is kept secure, processed correctly and that you understand your legal rights in relation to the data you provide.

The recruitment software we use via this website is supplied by IRIS Software Group Limited and they are defined as a Data Processor under the GDPR. They will only process your data in accordance with our instructions.

IRIS can be contacted at: 4th Floor Heathrow Approach, 470 London Road, Slough, England, SL3 8QY

For Data Protection enquiries, please contact the Help Desk at support@networxrecruitment.com

What personal information do we collect?

We will collect the following information about you in connection with your interest in or application for employment, membership or engagement with the firm:

·            Name, gender, home address and telephone number, date of birth

·            Residency, nationality and work permit status, passport information

·            Information relating to your application to the firm, such as interview notes and test results

·            Information contained within your CV

·            Equal opportunities and diversity information including information about disabilities, ethnic origin, religion and sexual orientation

·            Information about criminal convictions, and

·            Information we collect to comply with our statutory requirements such as ID for anti-money laundering checks, or to comply with the requests and directions of regulatory bodies and law enforcement bodies or court orders.

We will always try to keep the amount of personal information we collect to the minimum needed.

Using your personal information

We use your personal information for the following purposes:

·            In connection with your application to the firm. We hold your personal information because we need it to process your application for the role you have applied for, as well as be able to report and monitor the progress of candidates through each stage of recruitment.

We may ask you to undertake a form of profiling called psychometric testing as part of your application or supply your academic achievements to help assess the context within which you achieved your grades, and we will provide more information about this if it applies to you.

·            To advertise future roles. If you opt into our job alerts service, we will send you targeted email communications containing job alerts. Links in the emails may redirect you to our websites including www.hymans.co.uk and https://hymans.current-vacancies.com/Careers/Hymans%20external%20VSP-2054. We will continue to send you emails for as long as you are subscribed. You can opt out at any time by clicking the link in the email we send you and following the unsubscribe process. You will not receive any further emails once unsubscribed.

·            In connection with our management responsibilities. Our management responsibilities are those necessary for the effective functioning of the business and to support our decision-making process in relation to our recruitment activities.

·            In connection with our statutory, professional, regulatory and compliance responsibilities. We will process your personal information to meet our obligations under equal opportunity and other employment legislation and applicable professional and regulatory rules and guidance.

What is personal information?

Personal information broadly means information about a living individual who can be identified from that information directly, or indirectly (for example if it is combined with other available information).

What is the lawful basis for processing?

For our job alerts service, we will rely on your opt-in consent. You may withdraw your consent at any time by unsubscribing from the service as described under Using your personal information.

Otherwise, in general, we do not require your consent to process your personal information because we need it for one or more of the following reasons:

·            for our legitimate interests, which are to consider your application to the firm and meet and manage our responsibilities described under Using your personal information, or

·            to enter into an employment contract with you, or

·            to comply with the law or applicable professional or regulatory rules and guidance.

However, you do have the right to object to how we process your personal information or ask us to restrict processing.

Some of the information we collect is known as “sensitive personal data” or “special category data” where the rules about how we process it are stricter. We will only collect and use this information with your explicit consent (for example if you provide voluntary diversity information) or if we are permitted to do so by law (for example under exemptions contained in the data protection laws). You are entitled to withdraw your consent at any time by contacting us or by changing the settings on your online recruitment account.

Please see Your rights for more details

Sharing your personal information with others

Sometimes we need to share your personal information with others. We’ll only do this where necessary, and we’ll take steps to ensure they keep the information secure and confidential and use it only for the agreed purposes.

We may share your personal information with the following:

·            Our service providers, for example, psychometric test providers, website, recruitment system and IT support providers and criminal background check providers.

·            Advertising companies, to enable us to market our roles to those already in our database, as well as monitoring your interaction with the information we send out.

Some of these will involve you signing up directly with the service provider and authorising use of your personal information. In this case, the service provider may be a separate data controller for some or all of the processing they carry out, for example when carrying out criminal background checks. In this case, please check the service provider’s privacy policy so that you understand how they will handle your personal information, what information they will share with us in relation to your application and your rights.

Our service providers may be located (or process your information) outside the United Kingdom, where data protection laws are different. However we will ensure that adequate safeguards are in place  to make sure your personal information is protected.

How do I exercise my rights?

If you would like to make a request to access or correct your personal information, or to exercise any of your other rights, you can contact us at any time using the details set out in the Contacting Us section.

We will respond to any requests received from you within one month from the day we receive your request. Where it is not possible to meet your request within one month, we will still respond to you within that time to let you know.

Please note that some of your rights are restricted, and will apply only in certain circumstances. For example, we may refuse to delete your personal information whilst we need it for a valid purpose, including to defend any potential legal claims. We will set out in our response our reasons if we are unable to meet your request.

To find out how to make a complaint to the Information Commissioner’s Office, see Contacting the Information Commissioner’s Office.

Contacting us

If you have any queries about how we use your personal information, please contact the recruitment team in the first instance by email at chat.to.us@hymans.co.uk

You can also contact the Data Protection Officer by post, email or phone as follows:

Contacting the Information Commissioner’s Office

The Information Commissioner’s Office (ICO) is the UK’s independent body set up to uphold information rights.

You can find out more about the ICO on its website (https://ico.org.uk/)

You can contact the ICO by phone on 0303 123 1113, by using the email form on its website, or by writing to:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire SK9 5AF

Your rights

You have a number of rights under data protection laws. These are:

·            To request access to your personal information

·            To request that your personal information is corrected if it is out of date, inaccurate or incomplete

·            To request a manual review of an automated decision about your application

·            To request that your personal information is deleted or removed from our records or systems

·            To make a complaint to the Information Commissioner’s Office

You also have the right:

·            To withdraw your consent to the processing of your personal information (where we need your consent to process your personal information)

·            To object or to restrict the processing of your personal information (where we don’t need your consent to process your personal information)

·            To obtain an electronic file of your personal information or have it transferred to another data controller in limited circumstances

This privacy notice is current as at August 2023. We may make changes from time to time, and you should regularly check for updates.

We will notify you by email of any significant changes.