Careers at EP UK Investments Ltd

EP UK Investments Ltd and its group companies (“we”, “us”) are committed to the privacy and security of your personal information. This privacy notice describes how we collect and use personal information which will be processed by us in connection with our recruitment processes in accordance with the UK General Data Protection Regulation (“UK GDPR”) or the EU General Data Protection Regulation (“EU GDPR”) where applicable.

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the person's identity has been removed (anonymous data).

EP UK Investments Ltd is a data “controller” which means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.

We use Pinpoint, an online software product provided by The Infuse Group Ltd (t/a Pinpoint Software), to assist with our recruitment process. We use Pinpoint to process personal information as a data processor on our behalf. Pinpoint is only entitled to process your personal data in accordance with our instructions.

Where you apply for an opportunity posted by us and/or any of our group companies, these Privacy Notice provisions will apply to our processing of your personal information, in addition to the general provisions set out in our Fair Processing Notice which is available on our website.

This privacy notice does not form part of any contract of employment or other contract to provide services. This privacy notice was last updated on 5 January 2024. We may update this notice at any time but if we do so, we will provide you with an updated copy of this notice as soon as reasonably practical.

It is important that you read and retain this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using that information and what your rights are under the data protection legislation.

Your Personal Information

Information we collect from you

We collect and process some or all of the following types of information from you:

Information that you provide when you apply for a role. This includes information provided through an online application, via email, in person at interviews and/or by any other method.
In particular, we process personal details such as name, email address, address, date of birth, qualifications, experience and any information relating to your employment history, skills and experience that you provide to us.
We process monitoring data of candidates in order to meet our legal obligations under The Fair Employment and Treatment (Northern Ireland) Order 1998 and The Fair Employment (Monitoring) Regulations (Northern Ireland) 1999 (as amended). This includes characteristics relating to the community background and gender of employees, applicants and appointees.
We also process equality data to include gender, ethnicity, sexual orientation, religion, age bracket, disability and neurodiversity of all candidates for the purposes of improving our diversity, equality, and inclusion policies.
If you contact us, we may keep a record of that correspondence.
Details of your visits to our careers website including, but not limited to, traffic data, location data and other communication data, the site that referred you to our careers website and the resources that you access.

Information we collect from other sources

Pinpoint provides us with the facility to link the data you provide to us with other publicly available information about you that you have published on the Internet – this may include sources such as LinkedIn and other social media profiles.

Pinpoint’s technology enables us to search various databases, which may include your personal data, to find possible candidates to fill our job openings. Where we find you in this way, we will obtain your personal data from these sources.

Uses made of your information

Lawful basis for processing

We rely on legitimate interest and legal obligation as the lawful basis on which we collect and use your personal data. Our legitimate interests are the recruitment of staff for our business.

Purposes of processing

We use information held about you in the following ways:

To consider your application in respect of a role for which you have applied.
To consider your application in respect of other roles.
To communicate with you in respect of the recruitment process.
To enhance any information that we receive from you with information obtained from third party data providers.
To find appropriate candidates to fill our job openings.
To monitor and improve our diversity, equality, and inclusion policies.
Where a candidate resides within Northern Ireland, to meet our legal obligations in regard to monitoring and reporting specific sensitive personal information.
To help Pinpoint improve their services.

Who has access to your information

Your information is made available to relevant parties only who are required to participate in the recruitment process. This does not include sensitive personal information.

Interview panel members, who can range from all levels across EP UK Investments Ltd and its group companies, are given access to your application/CV for the role and any data contained within.

However, sensitive personal information entered into Pinpoint during the application process is not provided to, or accessed by, those who participate as interview panel members during the recruitment process. This information is anonymised and available to the Human Resources team only.

Automated decision making / profiling

We may leverage Pinpoint’s technology to help us select appropriate candidates for us to consider based on criteria we have identified. The process of finding suitable candidates is automatic, however, any decision as to who we will engage to fill the job opening will be made by our team.

How we store your personal data

Security

We take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost, used or accessed in any unauthorised way. We limit access to your personal data to those who have a genuine business need to view it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted through any online means, therefore any transmission remains at your own risk.

Where we store your personal data

The data that we collect from you and process using Pinpoint’s Services will be transferred to and stored at one of several datacentre locations outside the UK, in Amsterdam (Netherlands) and may be synchronised to one of several datacentre locations in London (United Kingdom) for backup and redundancy purposes. There are adequacy regulations in respect of the Netherlands, governed by the EU GDPR, which means that the Netherlands is deemed to provide an adequate level of protection for your personal information. By submitting your personal data, you agree to this transfer, storing and/or processing.

How long we keep your personal data

We will retain candidate information for future vacancies for a period of 36 months (3 years), or for 3 months from the date of the last communication through the system, if later. If you do not want us to keep your personal information on file for future vacancies, please inform us and we will remove your details from our records. Your personal information will be deleted on one of the following occurrences:

Deletion of your personal information by you via the Manage Your Data tool; or
Receipt of a written request by you to us.

Your rights

Under UK GDPR and EU GDPR, where applicable, you have a number of important rights. In summary, those include rights to:

access to your personal data and to certain other supplementary information that this Privacy Notice is already designed to address;
require us to correct any mistakes in your information which we hold;
the right to withdraw any consent you have provided to the collection, processing and transfer of your personal information for a specific purpose;
request the erasure of personal data concerning you in certain situations;
request access to the personal data concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations;
object at any time to processing of personal data concerning you for direct marketing;
object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you;
object in certain other situations to our continued processing of your personal data;
otherwise restrict our processing of your personal data in certain circumstances; and
claim compensation for damages caused by our breach of any data protection laws.

If you would like to exercise any of those rights, please either:

utilise the Manage Your Data tool provided; or
contact us using our contact details below, ensuring we have enough information to identify you, proving your identity and address, and confirming which information to which your request relates.

How to complain

We hope that we can resolve any query or concern you raise about our use of your information.

The UK GDPR also gives you right to lodge a complaint at any time with the Information Commissioner's Office (ICO) with respect to data protection issues. Where the EU GDPR applies because of where you work, normally live or where any alleged infringement occurs, you have the right to lodge a complaint at any time with the relevant supervisory authority, such as the Data Protection Commission in Ireland.

Contact details

Human Resources

EP UK Investments Ltd

Ground Floor

Paradigm Building

3175 Century Way

Thorpe Park

Leeds

LS15 8ZB

Email: hr@epuki.co.uk

Last updated: 5 January 2024