As part of any recruitment process, Michelmores collects and processes personal data relating to job applicants. Michelmores is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
In this policy we explain how and why we collect your information, what we do with it and what controls you have over our use of it.
Your acceptance of these Privacy Statement terms
What information does Michelmores collect?
Michelmores collects a range of information about you. This includes:
The Firm collects this information in a variety of ways. For example, data might be contained in application forms or CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests.
Michelmores will also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and the Solicitors Regulatory Authority. The organisation will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.
Data will be stored in a range of different places, including on your application record, in our HR system and on other IT systems (including email).
Why does the Firm process personal data?
Michelmores has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the Firm to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job.
Following the recruitment process, the Firm needs to process data to enter into a contract with you.
In some cases, the Firm needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.
The Firm processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
Where the organisation processes other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes.
For some roles, the Firm is obliged to seek information about criminal convictions and offences as part of the screening checks the Firm undertakes. Where the organisation seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment and to comply with its regulatory obligations including Solicitors Regulation Authority (SRA) and anti-money laundering (AML) requirements.
If your application for employment is successful and the Firm makes you an offer of employment, further information on pre-employment screening checks will be provided to you before the commencement of these checks.
Log files/IP addresses
When you visit our vacancy webpages, we automatically log your IP address (the unique address which identifies your computer on the internet) which is automatically recognised by our web server. We use IP addresses to help us administer our web pages and to collect broad demographic information for aggregate use. We do not link IP addresses to personally identifiable information.
We may automatically collect non-personal information about you such as the type of internet browsers you use or the site from which you linked to our webpages. You cannot be identified from this information and it is only used to assist us in providing an effective service on our webpages.
Cookies are pieces of information that a webpage transfers to your hard drive to store and sometimes track information about you. Most web browsers automatically accept cookies, but if you prefer, you can change your browser to prevent that. Please be aware that some of the features of this website will be unavailable if you switch cookies off in your browser. Cookies are specific to the server that created them and cannot be accessed by other servers, which means they cannot be used to track your movements around the web. Although they do identify a user’s computer, cookies do not personally identify users or passwords.
Click here for detailed information about the cookies we use.
Who has access to the data?
Your information will be shared internally and with our third party recruitment process outsourcing supplier for recruitment, screening and employment purposes. This includes members of the HR team, the third party recruitment team, external screening providers, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.
The Firm will share your data with third parties when you are required to undertake an online assessment. In this circumstance you will be asked to provide confirmation that your name and email address can be given to the online assessment provider. If your application for employment is successful and the Firm makes you offer of employment, the Firm will then share your data with former employers to obtain references for you and the Solicitors Regulation Authority (if applicable).
Your personal data will normally only be sent within the European Economic Area and to Canada. Some of our Third Party Suppliers either process data, or are situated, outside the EEA. In those cases, in accordance with best practice, we require that contracts are put into place to ensure that appropriate safeguards are in place to protect your personal data and that you can exercise the rights given to you under the data protection laws.
How does Michelmores protect data?
Michelmores takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties. There are restrictions on who can access personal data in Michelmores’ systems and we have a Firm Data Protection Policy.
With regard to our vacancy webpages, we use secure server software (SSL) to encrypt any personal information you input before it is sent to us. While we cannot ensure or guarantee that loss, misuse or alteration of data will not occur, we use our best efforts to prevent this.
For how long does Michelmores keep data?
If your application for employment is unsuccessful, the Firm will hold your data on file for 6 months or 24 months for Summer Vacation Scheme and Training Contract applicants, after the end of the relevant recruitment process. We may ask you at that point if we can hold your data for a longer period. If you agree to allow the Firm to keep your personal data on file, the Firm will hold your data on file for a further 6 months for consideration for future employment opportunities. At the end of that period, your data is deleted or destroyed. You can ask us to remove this data at any point by emailing email@example.com.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in our employee privacy notice. A copy of this is will be available upon request.
As a data subject, you have a number of rights. You can:
If you would like to exercise any of these rights, please contact Kim Tomlinson, Head of HR via Kim.firstname.lastname@example.org. If you believe that Michelmores has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to the Firm during the recruitment process. However, if you do not provide the information, the Firm may not be able to process your application properly or at all.
You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.
Recruitment processes are not based solely on automated decision-making.Print this page