If you apply to work at Digital Science, we will collect certain information about you. This Notice explains what personal data we might collect, how we will use and manage it and the rights you may have in relation to such personal data. It applies to all candidates (including those that may be unsuccessful in the application process and those that submit speculative applications) and also to any third parties whose information you provide to us in connection with any application. Where we refer: to “Digital Science” or “we”, “us” or “our” in this Notice, we mean the legal entity defined below; to “employee” or “employment”, we do so for convenience only (not to denote legal employment status) and could include a contractor, at-will or any other staffing arrangement; and to “personal data”, we mean information relating to an identified or identifiable individual.
This Notice does not form part of any contract of employment and does not confer any contractual rights on you, or place any contractual obligations on us.
We do not knowingly collect or solicit personal information from anyone under the age of 18 as part of this Notice. If you are under 18, please do not apply for a role at Digital Science or send us information about yourself.
The types of personal data we collect about you
In connection with any application to work for us, we may collect personal data about you including:
- personal data included in your CV and cover letter and other correspondence relating to your application, for example, your name and contact details as well as information relating to your education, qualifications, professional experience and employment history;
- information about yourself you provide during an interview;
- results of any tests,exercises or background and right to work checks (including checks on past employment, criminal convictions and other similar checks, as may be required for the particular role) you complete or otherwise provide (either directly or via third party services) as part of the recruitment process
Following the recruitment process, we may make you an offer of employment that is conditional on you providing us with additional information, which could include (depending on the particular role and jurisdiction):
- confirmation and evidence of your right to work;
- information required to confirm the details you’ve provided during the recruitment process, such as reference information and address verification;
- a declaration as to whether you have any medical condition or disability that may affect your ability to undertake the role;
- information on past criminal convictions ;
- additional personal and contact details relevant to your future employment with us.
The exact information we may require you to provide in respect of an offer of employment will vary depending on your country of work, your role and other factors (for example, in some cases, we may require evidence of COVID-19 vaccination status or relevant exemption).
How we collect your personal data
We collect personal data about you through the recruitment process, either directly from yourself (including via our job applicant system) or sometimes from third parties such as recruitment agents and referees, providers of background, employment and related checks (including related to criminal convictions) or publicly available sources such as LinkedIn.
How we use your personal data
We may use the personal data we collect about you in ways you’d reasonably expect in connection with the recruitment process, including to assess your skills, qualifications, and suitability for the role you have applied for, to carry out reference checks and in the case of health and disability information, to determine whether we need to provide you with reasonable adjustments during the recruitment process.
We may also use the information collected to create aggregate or other non-personal data to enable us to benchmark equality and diversity.
In the case of successful candidates, we will also process personal data collected during the recruitment process for the purpose of your future employment with us, as further described in the relevant employee privacy notice.
Personal data you provide to us about third parties
We may collect personal data about your referees and other third parties you provide to us (either directly or via third parties) as part of the application process, such as their names and contact information. We will use information for the purposes it is provided, such as in order to confirm your previous employment and to establish your suitability for future employment with us.
The legal reasons for using personal data
When we collect and use your personal data and the personal data of others which you provide to us, we only do so in accordance with the legal reasons available to us under data protection law. In the context of recruitment, we process personal data as it is in our legitimate interests to identify and appoint suitable candidates and because we need to process your personal data to decide whether to enter into a contract of employment (or other type of contract with you).
Where we collect “special categories” of more sensitive personal data from candidates, including health and disability information and information about criminal convictions, this is limited to where necessary for the purpose of carrying out our obligations and exercising our rights under applicable law and, in the case of equality and diversity data, on a voluntary basis for the purpose of creating aggregated / non-personal data for use to help us meet our commitment to non-discrimination.
What if you do not provide personal data that we request
If you fail to provide information when requested which is necessary for us to consider your application, we may not be able to take your application further.
Sharing personal data
In order to support recruitment decisions, your personal data and the personal data of any third parties will be disclosed to our HR team, to relevant managers and to other parts of the business relevant to the role you are applying to work in (or, wish to be considered for). This may include sharing this personal data with other entities within the Digital Science group, always on a confidential basis.
We do not generally disclose or share personal data with third parties, except where it’s necessary for legitimate business reasons, such as to the agents, advisers and service providers that assist us with the recruitment process and otherwise in running and that we use to administer our business, including who help us to screen and review candidates or who perform background, employment and related checks on candidates, and to third parties (including regulatory authorities, the police, courts and government agencies) where necessary to enable us to enforce or protect our legal rights, or where such disclosure may be permitted or required by law.
Where we store personal data
To run our business, personal data may be transferred from the jurisdiction in which it is collected, to our affiliates and service providers, which may be based in a different jurisdiction, including the US, UK or the European Economic Area. For example, Digital Science’s job applicant system at https://digitalscience.pinpointhq.com/en is operated by The Infuse Group Limited t/a Pinpoint Software, which is based in Jersey and information submitted via that system is stored in the Netherlands and may be synchronised with data centres in the United Kingdom and Ireland.
Whenever we make such transfers, we will ensure an appropriate level of protection is afforded to your personal data, including by implementing, in the case of personal data originating in Europe, at least one of the following safeguards:
- making sure the destination country has been deemed to provide an adequate level of protection for personal data;
- by using model form contracts that have been officially declared to afford your personal data an appropriate protection;
- relying on an alternative recognised compliance standard for the lawful transfer of personal data.
If you would like information about these safeguards, please make a request in writing using the contact details provided below.
If you decide to submit a speculative application or otherwise agree to us keeping your information following an unsuccessful application, we may contact you about roles we think may be of interest. If you no longer wish to receive such communications, you can opt out by using the contact details below or by following the instructions in the relevant communication.
Security and storage
We take appropriate technical and organisational security measures to protect personal data from accidental or unlawful destruction, accidental loss and unauthorised access, destruction, misuse, modification or disclosure.
We only keep personal data for as long as it is necessary for the purposes for which it was collected, after which it will be destroyed. These purposes may include being able to demonstrate that we have conducted the recruitment exercise in compliance with applicable laws.
European data privacy laws give rights to individuals in respect of personal data that organisations hold about them, for example:
- to request a copy of the personal data that we hold about them;
- to object to the processing of their personal data; or
- to request that their personal data is rectified or deleted, or its processing limited.
To make any requests regarding your personal data, please email us at email@example.com. We will comply with any such requests as required in accordance with applicable law. Please be aware, however, that there are a number of limitations to these rights, and there may be circumstances where we’re not able to comply with your request.
It is important that the personal data which we hold about you is accurate and current. Please keep us informed of any changes to the personal data you provide to us.
If you provide personal data to us about someone else (such as of referees), you must ensure that you have their permission to do so and that they’re aware of the contents of this Notice.
If you would like any further information, or have any questions or concerns, regarding your personal data, as a first step, please email us at firstname.lastname@example.org or write to us at:
- If you’re based in Europe: 4 Crinan Street, London N1 9XW, UK
- If you’re based outside of Europe: 625 Massachusetts Ave, Cambridge, MA 02139, USA
You have the right to make a complaint at any time to your local supervisory authority for data protection issues. We would, however, appreciate the chance to deal with your concerns in the first instance.
Changes to this Notice
We reserve the right to modify or replace this Notice at any time by posting the revised Notice on this recruitment portal. You are responsible for reviewing with any such change.
Who we mean by “Digital Science”
References in this Notice to “Digital Science, “we” and “our” shall refer to Digital Science & Research Solutions Ltd, with registered address at The Campus, 4 Crinan Street, London,N1 9XW, United Kingdom, unless you are located in:
- Australia, in which case it shall be Digital Science & Research Pty Ltd, with registered address at RP Campbell Associates, Level 1425 Bligh Street, Sydney NSW, Australia;
- Germany, in which case it shall be DS Digital Science GmbH, with registered address as Lochnerstraße 17, Köln, 50674, Germany;
- Romania, in which case it shall be Digital Science & Research SRL, with registered address at 50 Strada Sfântul Lazăr, Floor 1, Office 1, Iasi County ,Romania; or
- United States, in which case it shall be Digital Science & Research Solutions Inc., with offices at 625 Mass. Ave., Cambridge, MA, 02139, USA.
Last updated: 28 September 2022