Paris Smith LLP is committed to protecting the privacy and security of your personal information.
This privacy notice describes how we collect and use personal information about you during and after your working relationship with us, in accordance with the General Data Protection Regulations (GDPR).
Paris Smith LLP is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. You should read this privacy notice when you are applying for work with us (whether as an employee, worker or self employed consultant). 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 data protection legislation.
Data protection principles
We will comply with data protection law and principles, which means that your data will be:
The kind of information we hold about you
In connection with your application for work or work experience with us, we will collect, store, and use the following categories of personal information about you:
We may also collect, store and use the following “special categories” of more sensitive personal information:
How is your personal information collected?
We may collect personal information about candidates from the following sources:
How we will use information about you
We will use the personal information we collect about you to:
It is in our legitimate interests to decide whether to appoint you to work for the firm since it would be beneficial to our business to appoint someone to the roles which we have advertised at any given time.
We also need to process your personal information to decide whether to enter into a contract of employment, a contract for services or any other arrangement with you.
Having received the information you have provided to us as part of the application process, we will then process that 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 will then take up references, and carry out any other pre-recruitment we need to do before confirming your appointment.
Emergency contact information
If you attend a period of work experience with us we may ask you to provide personal contact information relating to your family members or other individuals, for example for the purposes of collecting emergency contact details or ensuring you have parental consent to attend if you are under 18. By providing these details to us you are confirming that you have the relevant individual’s consent to provide such information to us and for us to process this in accordance with this Privacy Notice.
If you fail to provide personal information
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 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 process references
We will use the details that you provide regarding your named referees in order to request a reference for you. If you provide personal contact details for your named referees, for example, for the purposes of a character reference, by providing these details to us you are confirming that you have the named referees’ consent to provide such information to us.
If you are named as a referee, we will use the personal contact details provided to us by the job applicant in order to contact you to request a reference. We will subsequently process any information you provide in response to a reference request (as set out above) in accordance with our legitimate business interests to carry out reference checks for prospective employees.
How we use particularly sensitive personal information
We may use your particularly sensitive personal information in the following ways:
Information about criminal convictions
We do not envisage that we will process information about criminal convictions as part of the recruitment process.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
Why might you share my personal information with third parties?
We will only share your personal information with third parties for the purposes of processing your application or where applicable, arranging work experience, which may include your recruitment agent and third-party service providers.
Where your application involves the use of a recruitment agent, we may also pass information regarding the progress of your application, including feedback on your performance in the recruitment process, and the terms on which we are prepared to make a job offer, if applicable, to your recruitment agent.
All our third-party service providers 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.
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.
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.
How long will you use my information for?
We will usually retain your personal information for a period of 1 year after we have made the relevant appointment or you have completed your work experience, subject to any additional legal obligations and in accordance with any legitimate interests of the firm. We retain your personal information for that period so that we can:
After this period, we will securely destroy your personal information in accordance with applicable laws and regulations.
Rights of access, correction, erasure, and restriction
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
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 the DPO in writing.
The data controller with conduct of your personal information is Paris Smith LLP of 1 London Road, Southampton, SO15 2AE and of 9 Parchment Street, Winchester SO23 8AT.
We have appointed a data protection officer (DPO) 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 DPO, Crispin Dick, LLP Partner who can be contacted:
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.
We’d love to hear from you. Please fill in the contact form below or call us at one of our offices.
For more information on how we deal with your personal information please see our Privacy Notice.