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Hofy Ltd, Hofy BV and Hofy Inc (together “Hofy”) respects your privacy and is committed to protecting your personal data.
Hofy 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 notice contains information about how and why your personal data will be used if you are applying for work with us (whether as an employee, worker or contractor). It also provides you with certain other information that must be provided under the General Data Protection Regulations (GDPR).
We will comply with data protection law and principles, which means that your data will be:
In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
We may also collect, store and use the following types of more sensitive personal information:
We collect personal information about candidates from the following sources:
We will use the personal information we collect about you for the following purposes:
It is in our legitimate interests to decide whether to appoint you to a role since it would be beneficial to our business to appoint someone to that role.
We also need to process your personal information to decide whether to enter into a contract of employment or engagement with you.
Having received your CV and covering letter or your 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 or work. If we decide to offer you the role or work, we will then take up references. We may also carry out a criminal record and/or carry out any other checks (including a credit check) before confirming your appointment.
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
How we use particularly sensitive personal information
If you choose to disclose information about your disability status, we will use it to consider whether we need to provide appropriate adjustments during the recruitment process (or in advance of you commencing work).
We only process information about criminal convictions where we consider that to be necessary for a specific role.
We will collect information about your criminal convictions history if we would like to offer you a role which is conditional on criminal background checks and any other conditions, such as references, being satisfactory. We are entitled to carry out criminal records checks in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. In particular, for roles that require a high degree of trust and integrity we may ask you to seek a basic disclosure of your criminal records history.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
Your personal data has been/will be processed for the purposes of managing Controller’s recruitment related activities, which include setting up and conducting interviews and tests for applicants, evaluating and assessing the results thereto, and as is otherwise needed in the recruitment and hiring processes. Such processing is legally permissible under Art. 6(1)(f) of Regulation (EU) 2016/679 (General Data Protection Regulation) as necessary for the purposes of the legitimate interests pursued by the Controller, which are the solicitation, evaluation, and selection of applicants for employment.
We will only share your personal information with our approved third parties for the purposes of processing your application. 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.
Hofy uses a third party service provider, Greenhouse Software, Inc to process candidate personal data. All candidate personal data controlled by Hofy is shared with Greenhouse Software, Inc. Greenhouse Software, Inc is a cloud services provider located in the United States of America and is engaged by Controller to help manage its recruitment and hiring process on Controller’s behalf.
Hofy candidate data is stored by Greenhouse in Germany. Accordingly, candidate personal data will be transferred to Germany, which is a jurisdiction offering adequate protection for personal data collected from EU data subjects.
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.
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.
We will retain your personal information for a period of six months after we have communicated to you our decision about whether to appoint you. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with applicable laws and regulations.
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.
Under certain circumstances, by law you have the right to:
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 Verity Sayers in writing.
We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO, Verity Sayers, by writing to Hofy Ltd, c/o Taylor Wessing, 5 New Street Square, London, EC4A 3BF. You have the right to make a complaint at any time to the Information Commissioner's Office (ICO) who is responsible for data protection issues in the UK.
