Purpose of this privacy notice
This notice describes how we collect, store, use, and share personal information. It also explains the rights you have in relation to the personal information that we hold about you. This notice is applicable to all candidates, both those applying for permanent and fixed term roles. It applies to consultants and contractors, as well as other roles such as trainees and graduates who work on projects for Hentons. This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time. This notice shall be made available on Hentons’ intranet and on our website.
Hentons which is a trading name for Hentons (Group) LLP including all group companies and subsidiaries (“Hentons”, “we”, “us”, “our” and “ours”) is an accountancy and tax advisory firm. We are registered in England and Wales as a limited liability partnership under number:
OC 399211 and our registered office is at Northgate, 118 North Street, Leeds, LS2 7PN
For the purpose of the Data Protection Legislation and this notice, we are the ‘data controller’. This means that we are responsible for deciding how we hold and use personal data about you. We are required under the Data Protection Legislation to notify you of the information contained in this privacy notice.
We have appointed a Data Protection Officer. Our Data Protection Officer is our Data Protection Point of Contact and is responsible for assisting with enquiries in relation to this privacy notice or our treatment of your personal data.
What type of data do we collect about you and why?
Throughout Hentons recruitment processes, we may process personal data about you and your dependents, beneficiaries, and other individuals whose personal data has been provided to us. Hentons collects and uses your personal data primarily for the purpose of assessing your suitability for employment. You do not have to provide what we ask for, but it may affect your application if you do not provide it. The below are examples of the data we collect and the purposes for collection.
Application Stage – if you use our online application system, your details will be collected by our data processor “Hireful” on our behalf. If you have applied through a recruitment agency, they will input your details onto our applicant tracking system on your behalf. For information on your recruitment agencies privacy notice, please contact them directly. You will also be asked to provide equal opportunities information. This is not mandatory – if you do not provide it, it will not affect your application. We will not make the information available to any colleagues outside our recruitment team, including hiring managers, in a way that can identify you. Any information you provide will be used to produce and monitor equal opportunities statistics. We may ask you to attend an interview, participate in completing tests or occupational personality profile questionnaires or a combination of these. Information will be generated by you and by us. For example, you might complete a written test, or we might take interview notes. This information is held by us. If you are unsuccessful after assessment for the role, we may ask if you would like your details retained in our talent pool. If you say yes, we will proactively contact you should any further suitable vacancies arise.
Offer Stage – If we make an offer of employment, we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks. We must confirm the identity of our colleagues and their right to work in the United Kingdom, and seek assurance as to their trustworthiness, integrity, and reliability. You may be asked to provide proof of your identity, qualifications and a criminal records declaration to declare any unspent convictions, the latter will be via an application for a Basic Criminal Record check using the Disclosure and Barring Service. We will contact your referees, using the details you provide in your application to obtain references. We will also ask you to complete a questionnaire about your health to establish your fitness to work and ask you about any reasonable adjustments you may require under the Equality Act 2010. This information will be shared with relevant Hentons colleagues to ensure these are in place for when you commence your employment.
We will also ask you for your bank details in order to process salary payments and emergency contact details so we know who to contact in the event that you have an emergency at work. After your start date the relevant regulatory accounting bodies may require colleagues to declare if they are fit and proper for their duties. If you complete a declaration, the information will be held on your personnel file. You will also need to declare any secondary/other employment.
Additionally, information provided during the recruitment process will form part of your employment record and used to carry out the contract we have with you, provide you access to business services required for your role and manage our human resources processes. We will also use it to meet our obligations as a regulated accountancy firm.
Sources of personal data
Usually, you will have provided the information we hold about you directly but there may be situations where we collect personal data from other sources. The following are the types of personal data we may collect about you and the source of this data: references from nominated third party referees, including previous employers, details of any psychometric tests taken by a third-party provider, details of employee pre-employment screening, feedback from colleagues including managers and peers collected during the recruitment process, feedback from clients or other third parties collected during and following client engagements, referrals for roles from referees, either external or internal, or by recruitment agencies, details relating to your employment history, education and qualification listed on social media platforms, such as LinkedIn and IT related data e.g., computer ID, user ID, IP addresses, service access logs, software and hardware inventory, cookies.
How long we keep your personal data
We will only retain your personal information for as long as necessary to fulfil the purposes for which we collect it, including for the purposes of satisfying any legal, insurance, accounting or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk or harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, insurance and compliance requirements. In some circumstances, we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. We will retain and securely destroy your personal information in accordance with our data retention policy, considering applicable laws and regulations, where we no longer have a legitimate reason for retaining it. We will also base any retention decisions on criteria, including any legal or regulatory requirements to delete or retain the data for a specific timeframe, our legitimate business reasons for keeping the data, such as to analyse and assess our activities.
This includes assessing the fairness of our recruitment practices, the likelihood of a claim arising where we would need to defend our conduct; and whether the data is likely to remain up to date. In some circumstances, such as under a court order, we are legally obliged to share information. We may also share information about you with third parties including government agencies and external auditors. We may have to share your data with other third parties, including third-party service providers. We require third parties to respect the security of your data and treat it in accordance with data protection laws. If we do share data, you are entitled to expect that third party to apply a similar level of protection in respect of your personal information. Hentons or its service providers share your personal data with third parties when required by law, requested by a regulator, where it is necessary to manage its working relationship with you and when it is in the public interest to do so. The third parties include service providers, contractors, agents, and other government bodies such as Hireful Applicant tracking, Disclosure and Barring Service.
Any comments and requests regarding this privacy notice and your individual rights are welcomed. To contact us on these matters, or for any other data protection concerns or issues, please email us at firstname.lastname@example.org