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Recruitment Privacy policy

About this document

Opencast Software is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. We are sharing a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the UK General Data Protection Regulation (UK GDPR).

Data protection principles

We will comply with data protection law and principles, which means that your data 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; and
kept securely.

The information we hold about you

In relation to your application for work with us, we will collect, store, and use the following categories of personal information about you:

the information you have provided to us in your CV and covering letter;
the information you have provided on our application form, including LinkedIn profile, portfolio/website or other URL, name, personal email address, telephone number
any information you provide to us during an interview;
We may also collect, store and use the following types of more sensitive personal information:
information about your age range, race or ethnicity, gender, sexual orientation;
information about your health, including any medical condition, health and sickness records; and
information about criminal convictions and offences.

How is your personal information collected?

We collect personal information about candidates from the following sources:

You, the candidate;
A recruitment agency, from which we may collect the data as outlined above;
Experian background check provider, from which we may collect the data as outlined above;
Experian credit reference agency, from which we collect the data as outlined above;
Disclosure and Barring Service in respect of criminal convictions;
your named referees, from whom we collect the following categories of data: three years' worth of previous employment information including job title and length of service; in the event that your named referee is not a previous employer we will seek information about your character from your named referee.

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;
carry out background and reference checks, where applicable;
communicate with you about the recruitment process;
keep records related to our hiring processes; and
comply with legal or regulatory requirements.

As part of our recruitment process, we may use technology-assisted tools to help review and assess applications. This includes using our applicant tracking system and integrated recruitment platforms to help our recruitment team identify candidates whose skills and experience best match the requirements of a role.

It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our business to appoint someone to that role.

We also need to process your personal information to decide whether to enter into a contract of employment with you.

If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this 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

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

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 a test or interview.
We will use 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

AI-assisted screening and processing

As part of our recruitment process, we may use AI-assisted tools to help our recruitment team review and assess applications more efficiently.

These tools analyse candidate information such as skills, work experience, and responses to pre-screening questions and provide a ranked list of candidates together with supporting reasoning. This helps our recruitment team to identify applicants whose experience and skills most closely match the requirements of a role.

The AI-assisted tools are used to support human decision-making only. They do not make final decisions about whether a candidate is progressed or rejected. All recruitment decisions are made by our people and talentteams.

The tools are designed not to use special category data (such as information about race, religion, health, or sexual orientation) as part of their analysis.

Where AI-assisted tools are used, you may request further information about how your application has been assessed and may request human review of any decision affecting your application.

Criminal convictions

We envisage that we will process information about criminal convictions.

We will collect information about your criminal convictions history if we would like to offer you the role conditional on checks and any other conditions, such as references, being satisfactory. We are required 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. In particular:

Our employees require a high degree of trust and integrity since the work you would carry out involves dealing with client data and systems and so we would like to ask you to seek a basic disclosure of your criminal records history.

We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.

Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making. Any AI-assisted tools used during recruitment support our recruitment team and do not replace human judgment.

Data sharing

We may share your personal data with third parties where necessary for the purpose of managing and processing your application. This may include recruitment agencies, third-party job boards, background screening providers, and other service providers who support our recruitment activities.

Where third parties process personal data on our behalf, they do so as data processors and are required to implement appropriate technical and organisational measures to protect your personal data. They are only permitted to process your personal data in accordance with our instructions and not for their own purposes.

In some cases, we may share your personal data with third parties acting as independent data controllers (for example, recruitment agencies or job boards). In these circumstances, those organisations are responsible for processing your personal data in accordance with their own privacy notices and applicable data protection laws.

We do not sell your personal data and we only share it where necessary and lawful to do so.

Data security

We have appropriate security measures in place to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Further, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know the relevant information. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

We have procedures in place 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.

Data retention

We will retain your personal information for a period of 3 years after we have communicated to you our decision about whether to appoint you to the role. We retain your personal information 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.

We retain your personal information on file for 3 years, on the basis that a further opportunity may arise in future and we may want to consider you for that, you will be given details of how to opt out of any future communications. If you choose to opt out of future communications, your personal information will be stored for a period of 12 months from the day we receive your decision to opt out.

After this period, we will securely destroy your personal information in accordance with applicable laws and regulations.

Rights of access, correction, erasure, and restriction

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 any incomplete or inaccurate information we hold about you corrected.
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).
Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information to another party.

Where AI-assisted tools are used as part of the recruitment process, you have the right to request further information about how your application has been assessed and to request human review of any decision affecting your application.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact dataprotection@opencastsoftware.com.

Right to withdraw consent

When you applied for this role, you provided consent on the date of your application to us processing your personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact dataprotection@opencastsoftware.com. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.

Data protection representative

We have appointed a data protection representative (DPR) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPR. 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.