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WongDoody UK Privacy

Information provided pursuant to Reg.EU 2016/679 (GDPR), Art.13 read with Section 44, UK Data Protection Act, 2018 (Act 2018) – Last updated NOvember 2021

We, WongDoody, subsidiary of WongDoody Limited (collectively referred to as “WongDoody”, “we”, “us”) throughout this notice, collect and process personal data relating to job applicants as part of our recruitment process. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations. This notice sets out the basis on which we collect, use and disclose the personal data of our job applicants, as well as your rights in respect of such personal data.

Information about the Data Controller

WongDoody
The Bower
207 Old Street
London
EC1V 9NR
United Kingdom

Contact details of Data Protection Officer (DPO)

Personal Data Category

WongDoody collects a range of information about you during the recruitment process. This includes:

1. your name, address and contact details, including email address and telephone number;
2. details of your qualifications, skills, experience and employment history;
3. information from interviews and phone-screenings you may have; information about your current level of remuneration, including benefit entitlements;
4. information about your entitlement to work in United Kingdom and WongDoody across all locations;

We collect this information in a variety of ways. For example, data might be contained in application forms or CVs (including when these are sent to us as part of speculative applications or queries), obtained from your passport or other identity documents, or collected through interviews or other methods of assessment. Data will be stored in a range of different places, including on your application record, in our recruiting management systems and our email system.

Purposes and Lawfulness of Processing

We process your Personal Data when it is necessary for the performance of a contract to which you are the party or in order to take steps at your request prior to entering into a contract. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. If you do not provide the Personal Data for processing, we will not be able to continue providing our services or engage further in our employment relationship, which might include termination of our contractual relationship with you We process your Personal Data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant’s eligibility to work in United Kingdom before employment starts. We process your Personal Data where WongDoody has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. We may also need to process data from job applicants to respond to and defend against legal claims. The purpose of the data collection is to be able to carry out a legitimate examination of your application in the context of the application and recruitment process. For this reason we will store all data provided by you during your application. Based on the submitted data forwarded during the application, we will check whether you will be invited to the interview as a given step of the selection process The lawfulness of processing is based pursuant Article 6 (1) sentence 1 (b) GDPR, Article 9 (2) (b) and (h) GDPR, Article 88 (1) GDPR, read with Section 86 of Act 2018 (First Data Protection Principle) We will not use your data for any purpose other than the recruitment process of which you are a part of.

Secondary Purpose

If we wish to use your personal data for a new purpose, not covered by this Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing, unless authorized by law.

Recipients or categories of recipients of personal data

Your information may be shared internally within the company for the purposes of the recruitment process. This includes members of the recruiting team, interviewers involved in the recruitment process, and managers in the business area with a vacancy (department manager, practise lead, team lead).

Data Transfer

Your personal data listed above will in generally not be transferred to a third country. In some cases your personal data may be transferred to our parent entity located outside of UK, for which data protection legislation may differ from that of the UK/EU/EEA, i.e. to Infosys (our parent entity) main offices located in India and third party server managing recruitment database in USA. We shall take necessary steps to ensure confidentiality and security of the transferred data in such cases, where we have implemented the following safeguards: Standard Contractual Clauses (Art. 46 para. 2 lit. c) GDPR), the copies can be obtained by writing to privacy@infosys.com.

Data Storage

If your application for employment is unsuccessful (including when you have speculatively applied to us in respect of a role which is not available), we will hold your data on file for 12 months and with your consent we shall hold the data for another period of 12 months. At the end of that period, your data is deleted or destroyed (unless we need to retain it for longer to exercise or defend any legal claims).
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If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which employee data is held will be provided to you in a separate privacy notice.

Your Rights

As a data subject, you shave a number of rights under data protection law. You can:

1. access and obtain a copy of your data on request (Art. 15 GDPR/ Section 93, 94, Act 2018);
2. require WONGDOODY to change incorrect or incomplete data (Art. 16 GDPR/Section 100, UK Data Protection Act);
3. require WONGDOODY to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing (Art. 17, 18 GDPR/ Section 100, UK Data Protection Act 2018);
4. object to the processing of your data (Art. 21, GDPR/Section 99, Act 2018) where WONGDOODY is relying on its legitimate interests as the legal ground for processing; or

If you would like to exercise any of these rights or if you have any questions about this notice or our processing of your data more generally, please contact us.

Contact your Data Protection Authority

Furthermore, you can take a contact to the Information Commissioner Office, United Kingdom for Data Protection. You can reach them under the following contact details:

We will not share your data with third parties, unless your application for employment is successful and an offer of employment is made. We may also share your data with our group companies, for business performance and other types of management purposes. In addition, we may need to share your personal information with a regulator or otherwise to comply with the local UK Law.
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You are under no statutory or contractual obligation to provide data to WONGDOODY during the recruitment process. However, if you do not provide the required set of information, we may not be able to process your application.

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Your WongDoody Recruiting Team