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Recruitment Privacy UK Statement

Data controller: DisplayLink (UK) Ltd, 140 Cambridge Science Park

Privacy Notice - Recruitment

As part of any recruitment process, DisplayLink collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.

This privacy notice summarises how and why DisplayLink collects your personal information in relation to our recruitment process, what we do with it and what rights you have in relation to it.

What information does DisplayLink collect?

DisplayLink collects a range of information about you. This includes:DisplayLink collects a range of information about you. This includes:

  • your name, address and contact details, including email address and telephone number;
  • details of your qualifications, skills, experience and employment history;
  • information about your current level of remuneration, including benefit entitlements;
  • whether you have a disability for which we need to make reasonable adjustments during the recruitment process;
  • information about your entitlement to work in the UK; and
  • other information relevant to the recruitment process which you provide in your application form, covering letter, CV, during any interview or via our online recruitment portal.

DisplayLink collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including coding tests you complete during your interview process.

DisplayLink will also collect personal data about you from third parties, such as references supplied by former employers. DisplayLink will seek information from third parties only once a job offer to you has been made and will inform you that we are doing so.

If your application is successful we will need additional information from you (such as your bank account details so that we can pay you). We will tell you what we need at that point and we will send you a separate privacy notice explaining why we need it.

Data will be stored in a range of different places, including on your application record, in our HR management systems and in other IT systems (including our email system).

We will not make decision about your application based solely on automated decision-making.

Why does DisplayLink process personal data?

DisplayLink needs to process data to take steps at your request prior to entering into a contract with you. We also need to process your data to enter into a contract with you.

In some cases, DisplayLink needs to process data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant's eligibility to work in the UK before employment starts.

DisplayLink 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 DisplayLink to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.

Where DisplayLink relies on legitimate interests as a reason for processing data, we have considered whether or not those interests are overridden by the rights and freedoms of employees or workers and have concluded that they are not.

Sensitive personal information

DisplayLink processes health information, such as details about any disability which you may have) to consider whether we need to make reasonable adjustments to the recruitment process for you. This is to carry out our obligations and exercise specific rights in relation to employment.

DisplayLink may use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or relationship status or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting. This information will not be available to anyone involved in the selection process and will not be published except a part of a set of anonymised statistics.

We do not envisage that we will process information about criminal convictions.

Who has access to data?

Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy, facilities staff who organise the meeting room allocation and IT staff if access to the data is necessary for the performance of their roles.

DisplayLink will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. We will then share your data with your former employers in order to obtain references for you as described above.

DisplayLink will not transfer your data outside the European Economic Area.

How does DisplayLink protect personal data?

DisplayLink takes the security of your data seriously. We have internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our staff in the proper performance of their duties. Our staff will only process your personal data on our instructions and they are subject to a duty of confidentiality.

For how long does DisplayLink keep data?

If your application for employment is unsuccessful, DisplayLink will hold your data on file for 6 months after the end of the relevant recruitment process. This is 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 concluded the recruitment exercise in a fair and transparent way. After 6 months has expired, we will securely destroy your personal information unless your application has been successful and you have started employment with us (or you are due to).

If you agree, DisplayLink will also keep your personal data on file for a further 6 months for consideration for future employment opportunities. At the end of that period (or beforehand if you withdraw your consent), we will securely destroy your personal information unless your application has been successful and you have started employment with us (or you are due to).If we have received your personal data through a recruitment agency, we will hold your name on file for 12 months as a reference should we be sent your personal details by another agency in that 12 month period.

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 a new privacy notice.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require us to change incorrect or incomplete data;
  • require us to delete or stop processing your data where there is no good reason for DisplayLink continuing to process it, for example where the data is no longer necessary for the purposes of processing;
  • object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing;
  • ask us to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override our legitimate grounds for processing data;
  • request the restriction of processing of your personal data, for example where you wish to establish its accuracy or the reason for processing; and
  • request the transfer of your personal data to another party.

If you would like to exercise any of these rights, please contact privacy@displaylink.com.

If you would like further information about your rights, you can look at the website of the Information Commissioners Office (www.ico.org.uk).

If you believe that DisplayLink has not complied with your data protection rights or if have any issue in relation to DisplayLink's handling of your personal data, you can complain to the Information Commissioner at any time:

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

Tel: 0303 1231113 or 01625 545700
Fax: 01625 524510

Email: casework@ico.org.uk

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to DisplayLink during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.

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