Candidate Privacy Notice

We need to collect and use certain information about you so that we can manage our relationship with you. Some information we collect and use will be personal data.

Newton Europe Limited is a "data controller". This means that we decide how we hold and use personal information about you.

We think that it is important to be transparent about how we collect and use your personal data and are committed to protecting the privacy and security of the information we hold about you. This privacy notice provides more information about how we do this and provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR).

This notice applies to all prospective Newton employees, workers and contractors. We may update it at any time.

Data protection principles

What personal data do we collect?

We will collect, store and use a range of personal data about you. This includes the following:

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

How is your personal information collected?

We collect personal information about candidates in a variety of ways. For example, from:

We may also collect personal data about you from third parties, such as:

Why do we need to process your personal data

We will need to collect, store and use personal data about you for a number of reasons:

The examples given below do not form an exhaustive list of purposes for which your personal data will be processed, and we reserve the right to add to them at any time.

Situations in which we will use your personal data

The situations in which we will process your personal data are listed below:

To comply with our legal obligations, including:

To pursue legitimate interests of our own, or those of third parties, including:

In each of the above cases, the legitimate interest is to allow candidates to apply for a role at Newton and to ensure that we employ suitable candidates.

Special categories of personal data and criminal convictions

”Special categories” of personal data require higher levels of protection.

We need to have further justification for collecting, storing and using this type of personal data. We may process special categories of personal data in the following circumstances:

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

If you fail to provide personal information

If you fail to provide information when requested, which 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 references for this role and you fail to provide us with relevant details, we will not be able to take your application further.

Who has access to your personal data?

Your information will be shared internally, including with HR, recruitment and finance in each case if and where access to the data is necessary for performance of their roles.

We may also share your personal data externally with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so. For example, we may share your personal data with third parties in order to:

Where we share your personal data with third parties, we require that they respect the security of your data and treat it in accordance with the law. 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.

How do we protect your personal data?

We have put in place measures to protect the security of your information. Details of these measures are available upon request.

We have also put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data 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.

Where we engage third parties to process personal data on our behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

For how long do we keep your personal data

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. After this period, we will securely destroy your personal information.

In some circumstances we may anonymise your personal data so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer an employee, worker or contractor of the company we will retain and securely destroy your personal data in accordance with our retention policy.

We may retain your personal information on file on the basis that a further opportunity may arise in future and we may wish to consider you for that. We will only do this if you have given your explicit consent for us to retain your details for this purpose as part of the recruitment process.

What are your rights?

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

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 contact HR in writing.

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

If you believe that we have not complied with your data protection rights, you can complain to the Information Commissioner.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal data is not disclosed to any person who has no right to receive it.

Automated decision-making

Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention.

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.

During the recruitment process, you may be subject to automated decision making in the marking of your test scores.

Where you are subject to automated decision making, you will be expressly notified in advance. In these cases, you also have the right to request a reconsideration of the result of the automated decision making by submitting a reconsideration request to recruitment@newtoneurope.com.

Changes to this privacy notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal data.