Recruitment Privacy Notice

Dialectica Ltd. (“We”, “Us”) are committed to protecting and respecting your privacy. This Privacy Notice (together with any other documents referred to herein) sets out the basis on which the personal data collected from you, or that you provide to Us, will be processed by us in connection with our recruitment processes. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

For the purpose of the General Data Protection Regulation (“GDPR”) and the United Kingdom General Data Protection Regulation (“UK GDPR”) and the UK Data Protection Act 2018, the Data Controller is Dialectica Ltd. We use Greenhouse, an online application provided by Greenhouse Software, Inc to assist with our recruitment process. We use Greenhouse to process personal information as a data processor on our behalf. Greenhouse is only entitled to process your personal data in accordance with our instructions.

Where you apply for a job opening posted by Us, these Privacy Notice provisions will apply to our processing of your personal information in addition to our other Privacy Notice which has been provided to you separately or is available on our Website.

Where you apply for a job opening via the application function on a job site or similar online service provider (“Partner”), you should note that the relevant Partner may retain your personal data and may also collect data from Us in respect of the progress of your application. Any use by the Partner of your data will be in accordance with the Partner’s Privacy Notice.

Your Personal Information

Information We collect from you

We collect and process some or all of the following types of information from you:

• Information that you provide when you apply for a role. This includes information provided through an online job site, via email, in person at interviews and/or by any other method.
• In particular, We process personal details such as name, email address, address, telephone number, date of birth, qualifications, experience, information relating to your employment history, skills and experience that you provide to Us, as well as your video in case you conduct your interview using the Video Interview feature.
• If you contact Us, We may keep a record of that correspondence.
• A record of your progress through any hiring process that We may conduct.
• Details of your visits to Greenhouse’s Website including, but not limited to, traffic data, location data, weblogs and other communication data, the site that referred you to Greenhouse’s Website and the resources that you access. Greenhouse may also anonymize and aggregate this data to create statistics for its own internal business purposes, provided that such statistics do not identify you or contain any personal information.

Information we collect from other sources

We may receive your personal data from a third party who recommends you as a candidate for a specific job opening or for our business more generally.

Uses made of your information

Lawful basis for processing

We rely on legitimate interest as the lawful basis on which We collect and use your personal data. Our legitimate interests are the recruitment of staff for our business.

Purposes of processing

We use information held about you in the following ways:

• To consider your application in respect of a role for which you have applied.
• To consider your application in respect of other roles.
• To communicate with you in respect of the recruitment process.
• To enhance any information that We receive from you with information obtained from third party data providers.
• To find appropriate candidates to fill our job openings.
  

Disclosure of Your Information

As set out above, We pass your information to our third-party service providers, including Greenhouse who use it only in accordance with our instructions and as otherwise required by law.

Where you have applied to a job opening through another service provider, We may disclose data information about your progress through our hiring process for the applicable job opening, as well as tangible, intangible, visual, electronic, present, or future information that We hold about you, such as your name, contact details and other information involving analysis of data relating to you as an applicant for employment to such service provider. The service provider shall be the data controller of this data and shall therefore be responsible for complying with all applicable law in respect of the use of that data following its transfer by Us.

How we store your personal data

Security

We take appropriate measures to ensure that all personal data is kept secure, including security measures to prevent personal data from being accidentally lost, or used or accessed in an unauthorized way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will do so only in an authorized manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where We are legally required to do so.

Unfortunately, the transmission of information via the internet is not completely secure. Although We will do our best to protect your personal data, We cannot guarantee the security of your data transmitted through any online means, therefore any transmission remains at your own risk.

Where we store your personal data

The data that we collect from you and process using Greenhouse’s services may be transferred to, and stored at, a destination outside the United Kingdom (“UK”) or the European Economic Area (“EEA”), specifically to Greenhouse Software, Inc. in the USA. While data protection laws in the USA may differ from those in the UK or EEA, we ensure your privacy rights are protected through a Data Processing Agreement, including Greenhouse’s active certification under the Data Privacy Framework (including the UK and Swiss extensions) and the use of Standard Contractual Clauses. These mechanisms are recognized by regulators as providing an adequate level of protection for your personal data and provide you with clear remedies in the unlikely event of any misuse.

How long we keep your personal data

We will hold all the data for 24 months.

Your personal information will be deleted on one of the following occurrences:

• deletion of your personal information by you (or by another person engaged by you); or
• receipt of a written request by you (or another person engaged by you) to us.
  

Your rights

Subject to local data protection laws and in particular under the GDPR and the UK GDPR, you have a number of important rights which you may exercise free of charge. In summary, those include rights to:

• Access to your personal data and to certain other supplementary information that this Privacy Notice is already designed to address;
• Require Us to correct any mistakes in your information which We hold;
• Require the erasure of personal data concerning you in certain situations;
• Receive the personal data concerning you which you have provided to Us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations;
• Object at any time to processing of personal data concerning you for direct marketing;
• Object to decisions being taken by automated means which produce legal Effects concerning you or similarly significantly affect you;
• Object in certain other situations to our continued processing of your personal data;
• Otherwise restrict our processing of your personal data in certain circumstances;
• Claim compensation for damages caused by our breach of any data protection laws.

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

• Contact Us using our contact details below,
• Let Us have enough information to identify you,
• Let Us have proof of your identity and address, and
• Let Us know the information to which your request relates.
  

How to complain

We hope that We can resolve any query or concern you raise about Our use of your information.

The General Data Protection Regulation  and the UK GDPR also give you the right to lodge a complaint with a supervisory authority, in particular (under the GDPR) in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred.

Contact

All questions, comments and requests regarding this Privacy Notice should be addressed to compliance@dialecticanet.com.