Candidate Privacy Policy

1. Purpose

Maven Capital Partners UK LLP are committed to protecting the privacy and security of your personal data. This privacy notice describes how we collect and use personal data about you during and after the recruitment process in accordance with the UK Data Protection law. It also explains your rights to access your data under data protection laws or to have it rectified or deleted.

2. Personal data we may collect from you

The information we may collect and hold about you may include:

• Personal contact details, e.g. name, title, address, telephone number and email address;
• Personal details such as date of birth, gender and nationality;
• CV’s or cover letters or any other supplementary documentation included as part of an application where requested or not;
• Your right to work in the UK;
• Information regarding work history, qualifications, professional memberships, education,
  experience, or employer references;
• Photographs if included on CVs or otherwise on supplementary documentation submitted as
  part of the recruitment process;
• The results of any assessment that may be carried out as part of the recruitment process;
• Any salary and or additional benefits information that you have provided;
• Details of any positions you have previously applied for.
  
  

We may also collect, store and use the following special categories of more sensitive personal data, which could include:

• Information about whether you have a disability for which we need to make reasonable adjustments as part of the recruitment process; and
• Information about criminal convictions and offences (where the nature of the job requires this).

3. How we collect your personal data

Data might be collected through application forms; your CV; from email or telephone correspondence with you; or through an interview, meetings or other assessments. Please note that we do not record telephone conversations with candidates.

We may also collect personal data about you from third parties, such as references supplied by former employers or agencies and information from criminal records checks permitted by law. We would request specific consent from you before requesting any information from any third parties.

4. How we store your personal data

Your personal data will be stored in our recruitment files, in our HR files and other IT systems
(including Outlook email).

5. Access to your personal data

Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR Team, relevant hiring managers and interviewers involved in the recruitment process, and IT staff if access to the data is necessary for the performance of their roles.

If you are successful in your application and we make an offer of employment, we will ask for your nominated referees and contact them in order to obtain references for you, and we will use your name within that correspondence.
We will not transfer your personal data outside the EEA.

We process all data in accordance with the UK Data Protection law. We will not share your data with third parties unless we are required to do so in order to comply with our legal or regulatory obligations.

6. How we will use this information

We will use your personal data primarily to allow us to assess your suitability for job vacancies we may have. The situations in which we will process your personal information are listed below:

• Assessing your qualifications and suitability for a particular job.
• Checking you are legally entitled to work in the UK.
• As part of our interview, assessment and recruitment process.
• Sending communications and information relating to relevant current and future vacancies at Maven.
• Take steps to enter into a contract of employment.
• Make reasonable adjustments.
• Where we are obliged to seek information regarding criminal convictions and offences.

7. Speculative enquiries

If you have provided us with personal data not related to a specific vacancy, we will hold your information for 12 months and may contact you should a suitable job arise.

8. Unsuccessful applicants

We will not retain your personal data longer than we need it. If unsuccessful, generally we keep your information for the duration of the recruitment process plus an additional 12 months after its completion.

9. Successful applicants

If your application is successful and you are made an offer of employment, information collected as part of the recruitment process will be transferred to your HR file and retained during your employment. At this stage any personal data will be held in accordance with our Employee Privacy Notice, which will be sent to you with your employment offer and terms and conditions of employment.

10. Automated processing

We will not make any recruitment decisions based solely on automated decision-making.

11. Data Security

We take the security of your data very seriously. We have internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.

Where we engage third parties to process personal data on our behalf or we share personal data with third parties, those third parties do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

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.

12. Data Retention

You can choose to delete your information from our records and opt out of further communication from us at any time. We will not continue to retain or use any of your information after you have done this.

Please contact Maven’s HR Manager at MavenHR@mavencp.com to do this.

13. Your Rights

You have the following rights when it comes to our handling of your data:

• Right of access
• Right of rectification
• Right of erasure
• Right to restrict processing
• Right to object - unless we have overriding compelling grounds to continue processing.
• Right to data portability

If you would like to exercise any of these rights, please contact Maven’s HR Manager at MavenHR@mavencp.com.

If you believe that Maven Capital Partners UK LLP, (the data controller) has not complied with your data protection rights, you can complain to the Information Commissioner. Contact details for the ICO can be found at https://ico.org.uk.

14. Review and update to policy

We will review this policy regularly and from time to time may make changes in line with legislation and process updates.

15. If you fail to provide personal data

You are under no statutory or contractual obligation to provide data to Maven during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all. If your application is successful, it will be a condition of any job offer that you provide evidence of your right to work in the UK and satisfactory references.