Recruitment Data Privacy Notice
This Privacy Notice reflects the requirements of the General Data Protection Regulation (GDPR) and Personal Data Protection Law (PDPL).
Data Controller: ‘Cracknell Group’ or ‘we’ = Cracknell Landscape Investments Limited and its Affiliates from time to time, including but not limited to Cracknell Landscape Design LLC, Cracknell Limited, Cracknell Philippines Inc., Cracknell Qatar LLC, Cracknell Landscape Planning & Design Consultants (Shenzhen) Ltd, Cracknell & Partners Landscape Engineering, the Civil Partnership and the Establishment.
As part of any recruitment process, Cracknell Group collects and processes personal data relating to job applicants. We are committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
1. What information does Cracknell Group collect?
We collect a range of information about you, including:
• your name, address and contact details, including email address and telephone number;
• details of your qualifications, skills, experience and employment history;
• information about your current level of remuneration, including benefit entitlements;
• information about your entitlement to work in the country you apply working in
• whether or not you have a disability for which Cracknell Group needs to make reasonable adjustment during the recruitment process where applicable;
• equal opportunities monitoring where applicable,
together referred to as ‘Personal Data’.
We collect this Personal Data in a variety of ways. For example, Personal Data may be contained in CVs, cover letters or portfolios submitted, or obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.
Cracknell Group will also collect Personal Data about you from third parties, such as references supplied by former employers, information from employment background check providers and Personal Data from criminal records checks (if required for role). We will seek Personal Data from third parties only once a job offer to you has been made and will inform you that it is doing so.
2. How does Cracknell Group store your Personal Data and for how long?
Personal Data will be stored in a range of different places, including our servers, our management software and on other IT systems (including email).
If your application is unsuccessful, we will keep your Personal Data on file for 6 months in case there are other upcoming employment opportunities for which you may be suited.
If your application for employment is successful, Personal Data gathered during the recruitment process will be transferred to your personnel file and retained throughout your employment and for six years following the end of your employment, as per our Data Retention Policy.
3. Why does Cracknell Group process Personal Data?
We need to process Personal Data to take steps at your request prior and in order to entering into a contract with you. Cracknell Group has a legitimate interest in processing Personal Data during the recruitment process and for keeping records of the process. Processing Personal Data from job applicants allows Cracknell Group to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide whom to offer a job to.
In some cases, Cracknell Group needs to process Personal Data to ensure that it is complying with its legal obligations. Cracknell Group may also need to process Personal Data from job applicants to respond to and defend against legal claims.
Cracknell Group processes Personal Data relating to health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment where applicable.
Where Cracknell Group processes other special categories of Personal 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.
Where Cracknell Group relies on legitimate interests as a reason for processing Personal Data, it has considered whether or not those interests are overridden by the rights and freedoms of employees or workers and has concluded that they are not.
4. Who has access to Personal Data?
Your Personal Data will be shared internally for the purposes of the recruitment exercise, with the HR and admin teams, interviewers and managers involved in the recruitment process, as well as IT staff if access to the Personal Data is necessary for the performance of their roles.
Cracknell Group will not share your Personal Data with third parties unless your application for employment is successful and it makes you an offer of employment. We will then share your Personal Data with former employers to obtain basic employment references for you and employment background check providers to obtain background checks, if necessary.
When you are applying for a Cracknell Affiliate outside of the UAE, your Personal Data will be transferred to our Head Office in Dubai to process your application. We do not transfer your Personal Data outside of the European Economic Area apart from this.
5. How does Cracknell protect Personal Data?
Cracknell Group takes the security of your Personal Data seriously. It has internal policies and controls in place to ensure that your Personal Data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by the relevant employees of Cracknell Group in the proper performance of their duties.
Job applications received via email are saved securely on our server, and then deleted. Job applications received through the Site’s contact form are received at a predetermined timeframe as an attached list, then securely saved on our server and deleted from the Website. The server files are only made available to the appropriate employees to perform their duties, for example HR and management reviewing applications.
Applications are moved from email to a secure location on the network and a link made available to management so that applications are not emailed unnecessarily. All Personal Data access is strictly controlled using the least access privilege approach and deleted after a maximum of 6 months if your application was unsuccessful.
6. Your Rights
As a data subject, you have a number of rights. You can:
• ask Cracknell Group to change incorrect or incomplete Personal Data;
• ask Cracknell Group to delete or stop processing your Personal Data, for example where the Personal Data is no longer necessary for the purposes of processing;
• object to the processing of your Personal Data where Cracknell Group is relying on its legitimate interests as the legal ground for processing;
• access and obtain a copy of your Personal Data on request; and
• ask Cracknell Group to stop processing Personal Data for a period if data is inaccurate or there is a dispute about whether or not your interests override the Cracknell Group’s legitimate grounds for processing Personal Data.
7. Exercising Your Rights
If you believe that we have not complied with your data protection rights or if you would like to exercise any of your rights, please email email@example.com
8. Data Breaches and Reporting
If it becomes apparent that a potential data breach has occurred, Cracknell Group will endeavour to report this to the applicable authority 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 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, Cracknell Group will also contact the data subject without undue delay.
9. What if You do not Provide Personal Data?
You are under no statutory or contractual obligation to provide Personal Data to Cracknell Group during the recruitment process. However, if you do not provide Personal Data, Cracknell Group may not be able to process your application properly or at all.