Last updated: 24 May 2018
We take our data protection responsibilities seriously. Under the General Data Protection Regulation ((EU) 2016/679) (GDPR), you have various rights including the right to be informed about how we use personal information you provide. This privacy notice explains how Lizzie Props Limited (“Lizzie Props”, “we”) handles any personal information about you. This notice explains:
• what personal information Lizzie Props may collect about you;
• how we might use that information;
• our legal basis using your personal information;
• when we disclose your details to anyone else;
• your rights regarding personal information you provide to us.
If you have any queries about the process or how we handle your information please contact us at email@example.com
Lizzie Props Limited is a limited company registered in England and Wales with company number 07774620. Our registered address is Reedham House, 31 King Street West, Manchester, M3 2PJ. Lizzie Props is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you.
We collect information from you through our website at www.lizzieprops.com, and in the curriculum vitae and any other documents that you send us. We may also collect information you share with us by email and/or telephone if we follow up your application with you. We may also look at publicly-available sources of information such as LinkedIn. If your application is successful, there is certain further information we collect, as set out below.
We will collect, store, and use the following categories of personal information about you:
• the information you have provided to us when you submit an application enquiry and in your curriculum vitae and any other documents you provide to us, including your name, contact details, work history, qualifications, education history, hobbies; and
• the information you provide during subsequent discussions with you about your application, including employment history, qualifications, possibly your age, expectant salary.
We may also collect, store and use the following “special categories” of more sensitive personal information:
• information about your race or ethnicity, religious beliefs, marital status, and sexual orientation;
• information about your health, including any medical condition, health and sickness records; or
• information about criminal convictions and offences.
We do not request the above special categories of information from you at the application phase. However, you may decide to disclose it to us in your curriculum vitae or other situation (e.g. whilst discussing interview dates and any access needs you may have). In some circumstances, we may collect your personal information from public websites, such as LinkedIn.
You must successfully complete pre-joining checks to progress to a final offer from us. We seek to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability. You will therefore be required to provide:
• proof of your identity: you may be asked to attend our office with original documents, we will take copies;
• in certain circumstances, proof of your qualifications: you will be asked to attend our office with original documents, we will take copies;
• we will contact your referees, using the details you provide in your application, directly to obtain references. We ask that you ensure that those individuals consent to you providing that information to us;
• emergency contact details: so we know who to contact in case you have an emergency at work;
• bank details: so that we can pay you.
The information we ask for is used to assess your suitability for a position with us and, where applicable, to proceed with an offer from us. You don’t have to provide what we ask for but it might affect your application if you don’t. The main purpose for using your personal information is to consider your application and, where applicable, to liaise with you regarding interviews, references etc. We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
If you are successful, the information you provide and that we collect during the application process will be retained by us as part of your personnel file for the duration of your contract with us plus 6 years following the end of your contract.
If you are unsuccessful at any stage of the application process, the information you have provided and that we collect until that point will be retained for 6 months, except that we may ask you if you would like us to retain your details on our files in the event of future opportunities, in which event we will retain the information for 2 years.
We will only share your personal information with the following third parties:
• We use individual consultants for admin purposes. We have a contract with those individuals which places restrictions on when and how they can access your personal information. We do not allow them 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.
• In rare circumstances, to our legal professional advisors and / or underwriters in the context of seeking legal advice or in the context of legal action.
• Where we are required by law, including by court order.
If you are successful in your application, our internal data protection policy sets out when we may share your personal information, for example to our clients in connection with a show.
Where we have asked for your consent to process personal information, you have the right to withdraw your consent. Please be aware, however, that we may not be able to proceed with your application.
Under certain circumstances, by law you have the right to:
• Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about you. This enables you to have corrected any incomplete or inaccurate information we hold about you.
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
• Request the restriction of processing of part or all of your personal information. This can include asking us to stop processing your information for a particular period of time.
• Request the transfer of your personal information to another party.
You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/. If you wish to exercise any of these rights, please contact us in writing. Our contact details are below in section 10. Please be aware that we may nonetheless be required to keep some of your personal information for legal reasons.
We store your personal information using secure physical safeguards and secure IT systems (e.g. password protected computers and systems). In addition, we limit access to your personal information to those staff 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. 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.
If you have any questions about this privacy notice or how we handle your personal information, please contact our data protection manager at: firstname.lastname@example.org
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.