Privacy Policy

We will comply with data protection law and principles, which means that your data will be:

• Used lawfully, fairly and in a transparent way
• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept only as long as necessary for the purposes we have told you about.
• Kept securely.

In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:

• The information you have provided to us in your curriculum vitae and covering letter along with any other support documents you send us. For those creative roles, that could be a portfolio etc.
• The information you have provided on our application form. This might be name, title, address, telephone number, personal email address, date of birth, gender if provided, employment history, qualifications you might hold etc.
• Any information you provide to us during an interview.
• Other information collected as part of the application process such as test results. We don’t do lots of tests as a company in those processes, but just in case you are asked to do an excel test or something similar!

We may also collect, store and use the following types of more sensitive personal information:

• Information about your race or ethnicity, religious beliefs, sexual orientation and disability status.
• Information about your right to work. It is really important that we keep ourselves compliant when it comes to right to work legislation.
• Information about criminal convictions and offences.

We usually collect personal information about candidates from the following sources:

• You, the candidate, when you submit a job application via our careers website, job boards, LinkedIn or social media. It might also be that you pop us an email with a speculative email to the people team inbox so we’d take the data from there.
• A third party working with you that are presenting your details. You might be working with a Recruitment Consultancy to help you find your next role for example. If they present your details to us, we collect data you have shared.
• Background check provider. For some of our roles we would undertake referencing checking or other checks and these third parties will share those details with us.

We will use the personal information we collect about you to:

• Assess your skills, qualifications, and suitability for the role you are applying for, or sometimes even other roles you hadn’t thought about you.
• Carry out background and reference checks, where applicable.
• Communicate with you about the application process throughout each stage and hopefully an offer!
• Keep records related to our hiring processes, who is applying, when they apply etc. This helps us to make the processes better for you in the long run.
• Comply with legal or regulatory requirements. There’s some parts of legislation that are in place to help make sure we are doing things the right way!

We also need to process your personal information once you have been offered a job, so that we can enter into a contract of employment with you.

Having received your CV and covering letter, 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 invite 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 check you right to work, and may then take up references before confirming your appointment. This all sounds quite lengthy and a very one way process. We promise that those interviews are a two way process and we know that it is important you decide if we are right for you too!

If you fail to provide information when we ask for it, particularly, when it 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 a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.

We will use your particularly sensitive personal information in the following ways:

• We will use information about your disability status to consider (as well as asking you) whether we need to provide appropriate adjustments during the hiring process, for example whether adjustments need to be made. This can be a whole host of things from building access to translators and all sorts.
• We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

We will only share your personal information with the following third parties for the purposes of processing your application: Workable is the key one here. That is our applicant tracking system that helps us to hire people!

All our third-party service providers and other entities in the group 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.

We will hold your personal information on our systems for as long as necessary depending on the purpose to which it was provided or until you request it is deleted.

When determining the relevant retention periods, we will take into account a whole host of factors including:

• our contractual relationships with you;
• legal obligations under applicable law to retain data for a certain period of time;
• statute of limitations under applicable law(s);
• (potential) disputes; and
• guidelines issued by relevant supervisory authorities

We keep your personal information for a period 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 conducted the recruitment exercise in a fair and transparent way. After this time, we will securely destroy your personal information in accordance with our data retention policy or applicable laws and regulations.

Under certain circumstances, by law you have the right to:

• Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
• Request the transfer of your personal information to another party.

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 email dataprotection@gocity.com

When you apply for a role, you provide consent to us processing your personal information for the purposes of the recruitment and hiring exercises. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, you just need to send over an email or contact peopleteam@gocity.com. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.