Introduction

This Privacy Policy ("Privacy Policy") provides you with information about how your personal data is processed when you apply for a position with the Wise Group through the recruitment platform so that you are aware of how and why the Wise Group is using your data and what your rights are under data protection law.

The service for handling recruitments and simplifying the hiring process (the "Service") is powered by Teamtailor (“Processor”) on behalf of The Wise Group ("Controller" “we” “us” etc.). It is important that you feel safe with, and are informed about, how we handle your personal data in the recruitment process. We strive to maintain the highest possible standard regarding the protection of personal data.
If you can’t find what you’re looking for, please get in touch by emailing enquiries@thewisegroup.co.uk or call 0141 303 3131.

1. About us

The Wise Group is a leading social enterprise working to lift people out of poverty. As an enterprise, we build bridges to opportunity for the most vulnerable in our society. Every day we support our customers into jobs, work to lift people out of fuel poverty, and help people coming out of prison to build a better future.

The Wise Group is registered with the Information Commissioner’s Office (ICO) as a data controller. This means that when we process personal information on our own behalf, we are responsible for determining the purposes and means of that processing. 

We process personal information in accordance with UK data protection legislation (specifically the UK GDPR and the Data Protection Act 2018).

2. How we collect your personal data

Personal data means any information about an individual from which that person can be identified. It does not include anonymous information, namely information which does not relate to an identified or identifiable natural person or to personal data rendered anonymous in such a manner that the data subject is not or no longer identifiable.

We collect personal data from you when you;

• connect to our recruitment application, Teamtailor via Wise Group’s Careers button displayed on the Wise Group’s main website,
• connect directly with one of our departments as advertised through Teamtailor platform,
• contact us through a role advertisement on one of partner job boards (e.g Google Job board, Indeed & Glassdoor). For more information about the use of your personal data by these parties, please visit their privacy policies.
• make an application by using a third-party source LinkedIn. For more information about the use of your personal data by LinkedIn, please find a link to LinkedIn data privacy policy, here
• We may also collect your personal data from the cookies and other tracking technologies we are using if you consent to their application.

We also collect your personal data from:
Verification of information provided during the recruitment process by contacting relevant third parties (for example previous employers)

• employees who refer you for a specific role. In this case, as potential applicant, you will be considered a User as described within the present
  Policy.
• Background check providers, including results in respect of criminal convictions;

3. Purpose of processing your personal data and lawful basis

Under UK GDPR, before the Wise Group process any personal data, we must have a lawful basis to do so. There are 6 lawful bases in total. We may rely on more than one lawful basis to process your personal data during and in connection with your recruitment process. Specifically:

• It is necessary for our legitimate interests to process your personal information in the administration of your application and for general recruitment purposes (assess your skills and suitability for the relevant role, to communicate with you about the recruitment process, to carry out background and reference checks, keep records of the process)
• It is necessary for us to comply with our legal obligations. We are legally obliged to check that you have the right to work (and are not disqualified from carrying out the work in question by reason of your immigration status) or for equal opportunities monitoring purposes.
• In the context of your application, we are also required to check that you do not have criminal records and you can work with vulnerable groups of people.
• In case your application is successful, and you receive a job offer, you are taking steps to enter into a contract with us. For us to fulfil our obligations under this contract we will need to collect, process and share (as further detailed below) your personal data.
• In case your application is unsuccessful, the Wise Group will ask for your consent in order to retain your personal data for any job opportunities in the future.
• We may also process your personal data for our legitimate interests in the context of any surveys we conduct if you wish to complete these surveys. These surveys will relate to your overall experience with the recruitment process.

We may process your personal data if you consent to the use of our cookies and other tracking technologies.

4. Categories of personal data

To process your application, shortlist you as a suitable candidate for interview, conduct interviews and make a job offer we will process the following types of personal data:

• Name, contact details, the information in your application (employment and education background, information regarding your skills, areas of knowledge and experience), copies of right to work documentation, references, a CV, cover letter, e-signature (in case you accept the offer and sign the contract)
• Any information you provide to us during an interview
• Special categories of personal data :
• Information required for equality and diversity monitoring (such as your race or ethnicity, religious beliefs, sexual orientation and/or your health, including any disability and/or medical condition);
• Information related to your health and any disabilities you may have, to ensure we have all suitable and reasonable adjustments in place for you
• Information about criminal convictions and offences
• Information we get from the cookies and other tracking technologies, i.e. to distinguish users and identify which browser pages are the most popular within the career site.

5. Automated decision-making

You will not be subject to any decisions that will have a significant impact on you based solely on automated decision-making (making a decision solely by automated means without any human involvement).

6. Sharing your personal data

The Wise Group may need to transfer information about you to processors, other controllers or other third parties for purposes connected with your recruitment process or other purposes described above in section 3.

Examples of third parties, which the Wise Group may need to share your data with:

• Third-party service providers: Teamtailor – Teamtailor provides the service for handling recruitment and simplifying the hiring process. Please find more information about Teamtailor’s Privacy Policy here.
• Oneflow- Oneflow provides an electronic document management and -e-signature facility for successful candidates. Please find more about Oneflow’s Privacy Policy here.
• Third party job boards (e.g Google Job board, Indeed & Glassdoor) and third-party sources as LinkedIn.
• Law enforcement or other government and regulatory agencies and other  Government Departments including UK Visas and Immigration.
• Background check providers, including results in respect of criminal convictions
• Funders for auditing purposes (Lottery Community Fund)
• Your former employers, referees or former educational establishments when seeking a reference in respect of your application
• Relevant HR, recruitment team members

7. Data protection rights

The rights available to individuals depends on the legal basis for processing, but generally individuals have the following rights:

• Right of access

To receive confirmation if we process your personal information and receive a copy of your data.

• Right to rectification
To require us to correct any inaccurate personal information we hold.

• Right to restrict processing

If you contest the accuracy of your data and the lawfulness of processing but do not request such data being erased.

• Right to object

If you ask us to stop processing your personal data, we will stop doing so unless we can demonstrate compelling grounds as to why the processing should continue in accordance with data protection law.

• Right to data portability

To receive your personal data in a structured, standard machine-readable format to transmit such data to another controller.

• Right to erasure (also known as the right to be forgotten)

To request that we delete the data we hold about you.

• Right to withdraw consent

If you no longer give us consent to process personal information (this does not affect the lawfulness of processing before consent was withdrawn).

• Automated decision making and profiling

To be informed when an automated decision has been taken and not to be subject to a decision based solely on automated processing, including profiling.

You also have the right to lodge a complaint with the Information Commissioner's Office. If you wish to exercise any of these rights, please contact our Data Protection Officer using the contact details below. In instances where the Wise Group is not the data controller and we are processing your information on instruction from another organisation, we will tell you who to contact if you wish to exercise any of your rights.

8. Security

We take the security of your data seriously. To this end, we have 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. We aim to ensure that access to your personal data is password protected and role-based. Those individuals who have access to the data are required to maintain the confidentiality of such information and receive regular training in data protection.

Where we engage data processors we do so only where we have assurance in their ability to meet their obligations under data protection law and, they will only process your personal information on our instructions, and they are subject to a duty of confidentiality.

9. Cookies

When you use the Teamtailor platform, information about the usage may be stored as cookies.

Cookies are passive text files that are stored in the internet browser on the User’s device, such as computer, mobile phone or tablet. We use cookies to improve the User’s usage of the Service and to gather information about, for example, statistics about the usage of the Service and when our site was used last. You can learn more about cookies in our Cookie Policy.

If you want to refine your cookie preferences, you can do this within the Data Privacy menu at the bottom of each web page, namely Data & Privacy Link.

10. Record retention

Personal information will not be kept for longer than necessary. We will keep your personal information for 6 months and after this time period your personal data will be deleted unless you consent to keeping your data for any future opportunities. You are free to withdraw your consent at any time. We might need to keep your personal data for longer periods for auditing purposes with third parties/funders.

11. International data transfers

The personal data collected through the Service is stored and processed inside the EU/EEA. Your personal data will not be transferred to a third country outside the EU/EEA. However, in case that any international data transfers take place, adequate safeguards will be put in place to protect the rights of the data subjects whose data is transferred according to the requirements of the UK applicable data protection law.

12. Fees policy

Individuals will not have to pay a fee to access their personal data or to exercise any of their other rights. However, we may charge a reasonable fee for the administrative costs of complying with the request if it is clearly unfounded, repetitive, or excessive. We make all reasonable efforts to respond to all requests and queries within one month. Nonetheless, it could take us longer than a month in particularly complex circumstances, but we will provide updates throughout the process. We may need to request specific information from you to help us confirm your identity. We may also contact you to ask you for further information in relation to your request to speed up our response.

13.Our Data Protection Officer

Should you have any general queries or wish to know more about this statement, please contact the Wise Group by email or phone:

• enquiries@thewisegroup.co.uk • 0141 303 3131

If you have any concerns regarding our use of your personal data, or wish to exercise any of your rights, then please contact our Data Protection Officer:

Emaildataprotection@thewisegroup.co.uk

Trilateral Research
One Knightsbridge Green London
SW1X 7QA

More information about data protection and how it applies to you can be found on the Information Commissioner's Office website.

About this statement

We keep our privacy notices under regular review and may update this notice at any time. This notice was last updated October 2022.