Information clause for the processing of job candidates’ personal data 

 

Select the country to which the recruitment (internship program) you are taking part applies: United Kingdom. Vention Solution LTD. with its registered office in London is obliged to protect the personal data made available or entrusted to it. We process personal data in accordance with the laws in force in the United Kingdom. This information clause explains who we are, what personal data we process, for what purposes and how long we store the data, how you can access the data, how we protect your data, where the data can be transferred and what your rights are in this regard. 

 

I. Who is the controller of your personal data? 

Vention Solution LTD with its registered office in London, Collingham House, 6-12 Gladstone Road, Wimbledon, London, England, SW19 1QT is the Controller of a personal data within the meaning of Data Protection Act 2018, hereinafter referred to as the “DPA”), hereinafter referred to as “Vention” and, together with its affiliates, as the “Vention Group”. Should you have any questions concerning the processing of personal data, you may contact us by sending a message to: privacy.uk@ventionteams.com   

II. What types of personal data do we process? 

Vention may obtain information from you concerning your job application for employment or cooperation with Vention. Pursuant to the Labour Code, such information includes: 

 

• name(s) and surname 
• date of birth  
• contact data indicated by the candidate 
• education 
• professional qualifications 
• employment history  

In the case of foreigners – also data required by law and resulting from documents necessary to verify the legality of employment or to carry out the employment legalization procedure. We can also process other data provided to us by you, e.g. image. You may, on your own initiative, want to provide us with additional information (the provision of which is not legally required, in particular on the basis of the Labour Code) in a CV, cover letter or in a similar document.  If this is the case, your personal data will be processed by Vention for the purpose of concluding an employment (internship) agreement.  Therefore, if you want to provide us with documents containing additional information, we understand that by submitting the application you agree to have your personal data processed by Vention. You are not obliged to provide us with additional information. If you do not want us to process more of your personal data than required under the law, please do not include such information in the CV you send. 

III. How is your personal data obtained? 

In the course of our recruitment process we collect personal data of our candidates. Personal data is obtained in two ways:

 

• directly from candidates (including through recruitment portals websites etc.) or  
• from third parties, in particular:  a) from the Vention Group resources; b) from the Ventions’ employees and contractors, with your prior consent, as part of our internal or external referral program; c)  аrom public data sources, such as Linkedin; d) from recruitment agencies, labour agencies, intermediaries, and service providers (if applicable)

IV. On what basis do we process your personal data? 

Your personal data will be processed for purposes related to recruitment for the selected position:

 

• in the case of candidates for employment under an employment contract within the scope specified in the Labor Code 
• in the case of candidates for employment under a civil law contract, to the extent necessary to take action at the request of the data subject before concluding the contract 
• in the remaining scope, the data will be processed on the basis of the Candidate's consent expressed by an express confirmatory action consisting in including this data in the application
• data may also be processed on the basis of the Controller's legitimate interest, consisting in conducting the recruitment process and/or defending against possible claims related to it 

If you consent to processing your personal data for the purpose of future recruitment possibilities, the data will be processed on the basis of your consent to such processing. 

V. What is the purpose of our processing of your data? 

Your information is always treated as confidential and used solely for the purpose of assessing the application submitted by you, providing you with information on the recruitment procedures, processing the application to carry out the recruitment process and taking steps at your request prior to entering into a contract including on the basis of your consent for future recruitment processes. We may also process your personal data for internal reporting and development reasons- this is necessary due to the Controllers’ legitimate interests in tracking recruitment and managing an external and internal talent pool, which do not override your interests or fundamental rights and freedoms requiring the protection of personal data. 

VI. What are the consequences of non-provision of your data? 

Your provision of data is voluntary, yet necessary to participate in the recruitment process, to meet further legal requirements and/or to enter into a contract with us. Failure to provide us with the required information will render participation in the recruitment process and/or sending information related to the future recruitment process impossible. 

VII. How long do we store your personal data? 

Vention stores your personal data for as long as this is required under applicable laws or for as long as the processing of personal data is necessary for the purposes set forth in this Information Clause. Vention keeps the data provided by you via the recruitment service for the duration of the recruitment process solely for the purpose of carrying out the process and in order to comply with the data recording requirements imposed by applicable laws. If you want us to keep your documents in our job applicant database for a longer period (including for future recruitment processes and sending recruitment newsletter), your consent will be required, and your personal data will be processed for the period of 2 years. 

VIII. Who will receive your personal data? 

Vention makes personal data available to third parties in line with applicable laws. Your personal data is processed solely for the purposes referred to herein or for closely related purposes. Once you have given the relevant consent, personal data may be used for future recruitment processes and also be transferred to affiliated entities within the Vention Group network. Vention can share candidate’s personal data with: 

 

• other entities in the Vention Group, including entities established in countries outside the European Economic Area 
• service providers, customers 
• entities located in third countries, outside the territory of the European Economic Area 

Vention will ensure that the transfer of personal data to a third country is carried out in accordance with the requirements of the DPA. You can at any time request details about the entities to which your personal data has been made available and the scope of information about you which has been made available, by contacting us by sending a message to privacy.uk@ventionteams.com . Entities located in third countries will ensure the security of personal data at a level not lower than the level of safeguards applied by Vention. 

IX. What are your rights? 

As a job applicant, you have the right to: 

 

• request access to your personal data held by Vention  
• request rectification and erasure of the data 
• request limitation of its processing  
• data portability 
• object to its processing 
• obtain a copy of data transferred to third countries 

In order to exercise the rights, please contact us by sending a message to:  privacy.uk@ventionteams.com. If data is processed on the basis of your consent, you may withdraw your consent at any time. If you withdraw the consent, this will not affect the lawfulness of processing based on consent before its withdrawal. If the personal data processing violates the privacy and information security regulations, you also have the right to lodge a complaint with a supervisory authority, that is the Information Commissioner's Office. These rights may be limited if the fulfilment of your request would disclose data about another person or if you have asked us to remove the information which is required by law or where retaining the information is necessary on the grounds of legitimate interests of the Controller. 

X. Security of your personal data 

Vention uses technical, physical and organizational security measures to prevent the risk of loss, misuse, disclosure or modification of information provided by you, as well as the risk of unauthorized access to such information.  

XI. How can you contact us? 

In case of any issues, problems or complaints related to the processing of your personal data, please contact us at: privacy.uk@ventionteams.com 

XII. Consent 

The job applicant, using a specific recruitment service to take part in the recruitment conducted by Vention, agrees to the processing of his/her personal data by performing an explicit confirming action (e.g. by sending his/her CV and/or by completing the form with his/her personal data).  The provision of data in this way via the recruitment service is tantamount to consent to the collection, processing, use, storage and transfer of the user’s personal data by Vention in a manner specified in the Notice. By sending the application documents, you also agree to the electronic handling of all issues relating to the recruitment, application, identity verification and onboarding process.  

 

IF YOU DO NOT CONSENT TO THE COLLECTION, USE AND DISCLOSURE OF YOUR PERSONAL DATA AS INDICATED ABOVE, YOU CANNOT TAKE PART IN THE RECRUITMENT.