You have rights as an individual which you can exercise in relation to the information we hold about you.
You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
Complaints or queries
Axis tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Axis’ collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to our Company Secretary via email@example.com or the address provided below.
Where your data is stored
We store your data on secure servers in the European Economic Area (EEA).
Keeping your data secure
Sending information over the internet is generally not completely secure, and we can’t guarantee the security of your data while it’s in transit.
Any data you send is at your own risk.
We have procedures and security features in place to keep your data secure once we receive it.
Disclosure of personal information
In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies.
We won’t share your information with any other organisations for marketing or market research purposes, and we don’t pass on your details to other websites.
Your privacy rights – access, correction or deletion of data
You can send your request to access, correction or deletion of your personal data to Axis. You can do this by sending an e-mail to firstname.lastname@example.org. Please state clearly in the subject that your request concerns a privacy matter, and more specific whether it is a request to access, correction or deletion. Bear in mind that under circumstances Axis requests for additional information to determine your identity.
Right to Object
You have a right to object to our use of your personal data. If you inform us that you do not longer wish us to process your personal data or to be approached, Axis will move your information to a separate file. Your data will no longer be used for the abovementioned purposes. You can request this via email@example.com. Please state clearly that your request concerns a privacy matter and more specifically that you exercise your right to object.
If you think we have infringed your privacy rights, you can lodge a complaint with the relevant supervisory authority.
Withdrawal of consent
When you provided your consent to us to process your personal data, you can withdraw your consent any time, without affecting the lawfulness of processing activities based on consent before its withdrawal. If you withdraw your consent, we will no longer process your personal data
Revisions to the Privacy & Cookie Statement
Access to personal information
Axis tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’. If we do hold information about you we will:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form.
To make a request to Axis for any personal information we may hold you need to put the request in writing addressing it to our Company Secretary at the address provided below.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the Company Secretary.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 24 November 2017.
How to contact us
Data & Privacy Enquiries
3 Tramway Avenue
Job applicants, current and former Axis employees
Axis is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact our Company Secretary via firstname.lastname@example.org.
What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.
If you use our online application system, this will be collected by a data processor on our behalf (please see below).
We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.
We might ask you to participate in assessments e.g. attend an interview or complete a test – 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 Axis.
If you are unsuccessful data will be erased in no more than 3 months.
If we make a conditional 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 to progress to a final offer. We are required to confirm the identity of our employees, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.
You will therefore be required to provide:
- Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
- Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
- You may be asked to complete a criminal records declaration to declare any unspent convictions.
- If the above is required, we will provide your email address to the Government Recruitment Service who will contact you to complete an application for a Basic Criminal Record check via the Disclosure and Barring Service, or Access NI, which will verify your declaration of unspent convictions.
- We will contact your referees, using the details you provide in your application, directly to obtain references
- We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work.
Use of data processors
Data processors are third parties who provide elements of our recruitment service for us. For example we will send successful candidates confirmation, terms and conditions via DocuSign an online document signing platform. They cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
Here is a link to their Privacy Notice.
Third Party Recruiters
For some vacancies, we sometimes advertise through third party recruiters. They will collect the application information and might ask you to complete a work preference questionnaire which is used to assess your suitability for the role you have applied for, the results of which are assessed by recruiters. Information collected by a third party recruiter is normally retained on our behalf for 12 months following the end of our agreement.
Please familiarise yourself with the recruiter’s Privacy Notice found on their website.
How long is the information retained for?
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 1 year following the end of your employment.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 3 months from the closure of the campaign.
Information generated throughout the assessment process, for example interview notes, is retained by us for 3 months following the closure of the campaign.