MAP Architecture:  

Privacy Notice – Job Applicants  

As part of any recruitment process, MAP Architecture collects and processes personal data relating to job applicants. MAP is committed to being transparent about how it uses and collects this data, and to meeting its data protection obligations.  

What information do we collect?  

During the recruitment process we might collect some or all of the following information:  

• Your details including name, address, email address, and telephone number 

• Details of your qualifications, skills, experience, and employment history  

• Information about your current salary and benefit entitlements  

• Whether or not you have a disability for which we may need to make reasonable adjustments  during the recruitment process  

• Information about your entitlement to work in the UK  

• Equal opportunities monitoring information, including information about your ethnic origin,  sexual orientation, health, and religion or belief.  

This data may be collected from application forms, pre-interview forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.  

We may also collect personal data about you from third parties, such as former employment references. We will only seek information from third parties with your permission once a job offer has been made. Data will be stored in a range of different places, including on your application record, in HR management systems, and on other IT systems (including email).  

Why do we process personal data?  

MAP Architecture needs to process data to enter into a contract with you. In some cases, we need to process data to ensure 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.  

MAP Architecture has a legitimate interest in processing personal data and keeping records during the recruitment process. Processing data from job applicants allows the organisation to manage the recruitment process, assess and confirm a candidate's suitability for employment, and decide to whom to offer a job.  

MAP Architecture may process health information if we need to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out our obligations and exercise specific rights in relation to employment. 

Where MAP Architecture 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, and your express consent will be requested. 

If your application is unsuccessful, Map Architecture will keep your personal data on file for 12 months should there be future employment opportunities for which you may be suited. Should MAP  Architecture be required to retain your information for a longer period of time, we will explain why,  and you will be asked for your consent. You are free to withdraw your consent at any time.  

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, and IT staff, if access to the data is necessary for the performance of their roles.  

MAP Architecture will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. At this point, your data may be shared with  former employers and/or employment background check providers to obtain necessary background  checks  

MAP Architecture takes the security of your data seriously. 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 the relevant employees of the organisation in the proper performance of their duties. Job applications received via email are held securely on our email server and only made available to the appropriate employees to perform their duties – for example, HR and/or the hiring manager. All data access is strictly controlled using the ‘least access’ privilege approach.  

How long do we keep data for?  

If your application for employment is unsuccessful, we will hold your data on file for 12 months after the end of the relevant recruitment process. At the end of that period, or once you withdraw your consent, your data will be deleted or destroyed.  

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 the organisation to change incorrect or incomplete data  

• Require the organisation to delete or stop processing your data – for example, where the data  is no longer necessary for the purposes of processing  

• Object to the processing of your data where the organisation is relying on its legitimate  interests as the legal ground for processing  

• Ask the organisation to stop processing data for a period if data is inaccurate or there is a  dispute about whether or not your interests override the organisation's legitimate grounds for processing data.  

If you would like to exercise any of these rights, please contact 

studio@map-architecture.co.uk  

If you believe that we have not complied with your data protection rights, you should first take it up with the head of HR, Matthew Parker.  

Data breaches and reporting  

If it becomes apparent that a potential data breach has occurred, MAP Architecture will endeavour to report this to the Information Commissioner Office (ICO) within 72 hours of becoming aware of the data breach. This will be the case if the data breach is likely to result in damage to a person’s reputation, financial loss, loss of confidentiality, or cause major financial or social disadvantage. If the breach is likely to result in a high risk to the rights and freedoms of the data subject, the company will also contact the data subject without undue delay.  

Data breaches will be reported to the ICO by calling the dedicated personal data breach helpline on  0303 123 1113.  

What if you do not provide personal data?  

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

Subject Access Request (SARs)  

You have the right to review any data, which MAP Architecture holds about you, or to have your data deleted, this is known as the “Right to be forgotten”. Should you wish to review the data that we hold for you in our secure files or you wish to have your data deleted, please contact studio@map-architecture.co.uk