Candidates’ Privacy Notice

Regis Mutual Management Limited is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you when you apply to us for a role. This privacy notice sets out the types of personal information that we collect and hold about you as a candidate for employment, work or a contract for services with us. It also tells you how and why your personal information will be used and for how long it will usually be retained and explains your legal rights.

Data protection principles

We will comply with data protection laws and principles, which means that your personal information will be:

  • used lawfully, fairly and in a transparent way;
  • collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
  • relevant to the purposes we have told you about and limited only to those purposes;
  • accurate and kept up to date;
  • kept only as long as necessary for the purposes we have told you about;
  • kept securely.

The information we hold about you

If you apply for a role with us, we will collect, store and use some or all of the following categories of personal information about you:

  • information you give us in your curriculum vitae and covering letter, or which a recruitment agency gives us, including your name, address, telephone number, email address, date of birth, gender, education and employment history and qualifications;
  • other information you give us during an interview;
  • information to confirm your identity and your right to work in the UK;
  • personal and credit references;
  • your health, including any medical condition;
  • unspent criminal convictions.

How your personal information is collected

We collect personal information about candidates in various ways which may include from:

  • you, the candidate;
  • a recruitment agency if you have applied through them;
  • background check providers;
  • credit reference agencies;
  • Disclosure and Barring Service in respect of criminal convictions;
  • your named referees.

How we will use information about you

We will use the personal information we collect about you to:

  • assess your skills, qualifications, and suitability for the role;
  • arrange interviews and communicate with you about the recruitment process;
  • assess your training needs if you are accepted for the role;
  • carry out background and reference checks where applicable;
  • make decisions about salary and benefits;
  • comply with legal or regulatory requirements;
  • keep records related to our hiring processes.

It is in our legitimate interests to decide whether to appoint you to the role you have applied for because it would be beneficial to our business to appoint someone to that role. We also need to process your personal information to enter into a contract with you.

We will use your information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we may then take up references and carry out a criminal record check and credit check before confirming your appointment.

What happens if I don’t give you my personal information?

If you do not give us information we ask for which is necessary for us to consider your application, we will not be able to process your application successfully. For example, if we ask for evidence of qualifications or work history, or if we require a credit check or references for the role, and you fail to provide us with relevant details, we will not be able to take your application further.

How we use particularly sensitive personal information

If you have a disability, we will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during an interview.

Information about criminal convictions

We will collect information about your unspent criminal convictions history if we would like to offer you a role (conditional on checks and any other conditions, such as references, being satisfactory). In some cases we need to carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role.

Right to withdraw consent

As part of the recruitment process we may ask you to give consent for us to process certain personal information for the purposes of the recruitment exercise. If you do consent, you have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact the HR Department on careers@rmml.com. Once we have received notification that you have withdrawn your consent, we will stop processing your application and, subject to our information retention standards, we will dispose of your personal information securely.

Automated decision-making

We do not currently make any appointment decisions based solely on automated decision-making.

Do you share my personal information?

Regis personnel who are involved in the recruitment process will share your personal information, for example, members of our HR team and the department which has the vacancy you have applied for and who will screen your application and interview you.

We will only share your personal information with third parties for the purposes of processing your application, for example using a credit reference agency. All our third-party service providers are required to take appropriate security measures to protect your personal information. We do not allow our third-party service providers to use your personal information for their own purposes. We only permit them to process your personal information for specified purposes and in accordance with our instructions.

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 people who have a business need-to-know and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected or actual information security breach and will notify you and the Information Commissioner’s Office of a breach where we are legally required to do so.

How long will you keep my information?

If your application is not successful, and if you have not agreed that we can keep your information for the purpose of telling you about future suitable job vacancies, we will keep your information for 1 year once the recruitment exercise ends.

After this period, we will securely destroy your personal information in accordance with our information retention standards.

If your application for the role is not successful but we would like to keep your personal information on file because another role may arise in future and we may wish to consider you for that, we will ask you separately for your consent to keep your personal information for a fixed period for that purpose. If you agree that we can, you can change your mind at any time and, if you do, please let us know by emailing careers@rmml.com.

If your application is successful, your information will be kept and transferred to the systems we administer for employees.

Your legal rights

Under certain circumstances, by law you have the right to:

  • request access to your personal information (commonly known as a “data subject access request”).You have the right 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 if it is incomplete or inaccurate;
  • request erasure of your personal information where there is no good reason for us to continue processing 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);
  • object to processing where we are processing your personal information on the basis of oure legitimate interests. We must stop such processing unless we can show compelling legitimate grounds for the processing which override your interests, rights and freedoms or we need to use the information to establish, exercise or defend legal claims.
  • request the restriction of processing of your personal information, for example if you want us to stop processing your personal information while inaccuracies are corrected.

Contacting us

If you have any concerns about how we process your personal information, if you wish to make a complaint, or if you want to review, verify, correct or request erasure of your personal information, or object to us processing it please contact:

The Information Officer
Regis Mutual Management Limited
7 Maltings Place
169 Tower Bridge Road
London SE1 3JB
Tel: 020 7099 2572

Complaints

If you wish to make a complaint about how we are processing your personal information, we will deal with your complaint as quickly as we can.

You also have the right to make a complaint to the Information Commissioner’s Office (ICO). You can contact the ICO by:

  • completing the details at https://ico.org.uk/concerns/handling/
  • telephoning 0303 123 1113
  • writing to

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

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