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Privacy notice: Recruitment

This privacy notice is for information only and you do not need to take any action.

Your privacy is important to us

We, the Company, are a member of the AVEVA Group which includes AVEVA Group PLC (with company registration number 02937296 and registered office High Cross, Madingley Road, Cambridge, CB3 0HB) and any company that is a subsidiary or subsidiary undertaking, as defined in section 1159 of the Companies Act 2006, of AVEVA Group PLC.
The Company is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
This privacy notice summarises how and why the Company collects your personal information in relation to its recruitment process, what we do with it and what rights you have in relation to it.
Why we need personal information
The Company needs personal information about you to assess your suitability for the role you have applied for. 
If you fail to provide the information we need when requested, we will not be able to process your application successfully.
We will not use automated selection tools as part of our assessment of your application.

What personal information we need

The Company will only collect and use information that is relevant to the recruitment process.  Depending on your circumstances, this will include the information you provided in your application form, CV and covering letter and any information provided via our online recruitment portal, together with the information you provide during an interview or other selection process. 
If your application proceeds to the shortlisting process we will also be:

  • obtaining information from your referees; and
  • sharing your information with our third party provider for the purpose of data analysis and report generation to aid us in the selection process.

If your application is successful and we are in a position to make a job offer we will need additional information from you.  We will tell you what we need at this point, and will send you a separate privacy notice explaining why we need it.

Sensitive information

We will use your particularly sensitive personal information in the following ways:

  • if you volunteer any information about your disability status to us, we will use this information to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview. 
  • if you are applying for a role in Northern Ireland, in order to comply with our statutory obligations, we may collect information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.  This information will not be available to anyone involved in the selection process and will not be published except a part of a set of anonymised statistics.

We do not envisage that we will process information about criminal convictions.

Sharing personal information

We will only share your personal information with our third party IT hosting providers and data analysers and other members of the AVEVA Group.
All our third party service providers and other members of the AVEVA 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.
If we transfer your personal information outside of the European Economic Area, this shall only be to Company staff located overseas and we shall ensure that all such recipients are compliant with the data protection legislation.

Data security

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.
Storage and destruction
We will retain your personal information for twelve months after we have communicated to you our decision about whether to appoint you.  This is 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 unless your application had been successful and you have started employment with us.
If your application is unsuccessful but we wish to keep your information on file for future vacancies, we will advise you that this is the case and you will have the opportunity to request that your details are not retained by us.

Future changes

While the content of this privacy notice is accurate at the date of issue, the Company may need to make changes in the future.  You will be notified of any relevant changes. 
Your rights
You have the right to access the personal information that we hold about you.  You can also ask us to correct any errors and, in certain circumstances, you can request that the use of your personal information is restricted.  Where the processing is taking place in pursuit of our legitimate interests, you also have the right to object to that processing or request that your personal information is erased.  Please contact us in relation to any such requests (contact details below). 
If you would like further information about your rights, you can look at the website of your countries Data Protection supervisory authority which in the UK is Information Commissioner’s Office (“ICO”) (www.ico.org.uk) or you can contact the Company (contact details below).
If you have any issue in relation to the Company’s handling of your personal information, please contact us (contact details below).  At any time, you also have a right to lodge a complaint with the supervisory authority for data protection issues in the country in which you live.  In the UK this is the ICO, who is the lead supervisory authority for data protection issues for the AVEVA Group at:

Wycliffe House
Water Lane
Tel: +44(0)303 1231113 or
+44 (0)1625 545700
Fax: +44 (0)1625 524510
Email: casework@ico.org.uk

If you are not based in the UK, details of the supervisory authority for data protection issues in your country you be obtained from us at the contact details set out below. 
Contact details

If you have any questions about this privacy notice or you require a copy of it in another European language, please contact us at: dataprotection@AVEVA.com.

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