You’re a prospective employee
If you’ve applied for a job with us or sent us your CV on a speculative basis, you can find out more about the purposes we will collect and use your personal data for, and other important information, below.
What personal data do we collect?
- Contact details (generally private only)
- Biographical details (name and any other information you choose to provide us with such as your date of birth, six, gender or gender identity, marital status, dependants, disabilities, or medical conditions)
- Education and employment history (whether in your CV, job application or covering letter)
- Notes of your responses to questions raised at interview
- The results of any exercises or tests undertaken by you during the recruitment process
- References obtained from any previous employer(s)
- Receipts for travel expenses, where we have agreed to reimburse you for these
- Information we find about you online, such as public social media profiles
We may also collect, or you may choose to provide us with, the following “special categories of personal data” about you:
- Information about your race or ethnicity, religious beliefs or sexual orientation (whether or not indicated by your gender or gender identity)
- Information about your health, including any disability or medical condition
- Information about criminal convictions or offences
Where do we get your personal data from?
- We’ll usually get your personal data directly from you
- We may be provided with your personal data by a recruitment agency engaged by us to find candidates
- We’ll check the SRA website for details of any disciplinary or regulatory decisions that have been published about you in line which its Decision Publication Policy
- We’ll undertake anti-money laundering and credit checks through our third-party AML and identity checking provider for any solicitors, professional advisers or staff who will have access to our client systems
- We’ll undertake a standard Disclosure and Barring Service (DBS) check for any solicitors and a basic DBS check for any other employees through an approved third-party DBS checking provider
- We may obtain personal data about you through social media platforms (to the extent your privacy settings enable us to view your profile or content that you’ve shared on them)
What do we use your personal data for?
- Undertaking and communicating with you about our recruitment and selection process
- Monitoring the effectiveness of our recruitment and selection policies and procedures for internal purposes
- Evaluating whether we need to provide appropriate adjustments during the recruitment and selection process
- Ensuring meaningful equal opportunity monitoring and reporting to the Law Society or the SRA (you will not be identified in any reports)
- Complying with our legal and professional obligations, to include checking your eligibility to work in the UK as required by immigration law
What is our lawful basis for using your personal data?
There are six available legal grounds for using personal data. The grounds relied upon by us for the above purposes are:
- We’ll review and consider your CV or application, take notes of any interviews, and communicate with you by any means in line with our legitimate interests in employing or engaging suitable staff as part of our recruitment and selection process
- We may take up references as part of the steps we need to take to enter into an employment or consultancy contract with you
- We’ll check the SRA website and undertake AML, identity and criminal records checks in line with our legal obligation to ensure that anyone working for us is entitled to work in the UK and is of good character and suitability to work within a regulated law firm
- If we review your social media profile, this will be based on our legitimate interests in ensuring the character and suitability of those working for us and protecting our reputation
Who will we share your personal data with?
In addition to our staff (which may include self-employed consultants) and those providing technical services to us (such as cloud service providers that host our business systems), we may share your personal data with:
- Any recruitment agency engaged by us to find candidates
- Our regulator, the Solicitors Regulation Authority
- Our outsourced regulatory compliance consultant
How long will we keep your personal for?
If you’ve been successful, the personal data relating to your application will be transferred to your employment record and will be retained for a period of 6 years from the commencement of your employment, in the event that we have to review the basis on which you were employed.
If you’ve not been successful, we’ll immediately delete any information obtained for verification and vetting purposes and retain the personal data relating to your application for a period of 12 months after such decision has been made.
With your permission, we may retain your CV for a period of 12 months in the event that there are any future vacancies.