Job Applicant Privacy Notice
Last Updated: 26.02.2025
Who we are and what we do
Who we are
We are Beeks Financial Cloud Group plc (“Beeks”, “us”, “we”, “our”). We are a limited company registered in Scotland under registration number SC521839 and we have our registered office at Riverside Building, 2 Kings Inch Way, Braehead, Renfrew, PA4 8YU, United Kingdom. We are registered with the UK supervisory authority, Information Commissioner’s Office (“ICO”) in relation to our processing of Personal Data under registration number ZA173130.
What we do
At Beeks, we provide low-latency, on-demand connectivity and analytics solutions, exclusively to the global capital markets and financial institutions. We and our affiliates, subsidiaries and related entities are committed to protecting the privacy and security of the Personal Data we process about you.
Controller
Unless we notify you otherwise, we are the controller of the Personal Data we process about you. This means that we decide what Personal Data to collect and how to process it.
Who this privacy notice applies to
This privacy notice applies to you if you apply for a job with us, whether as an employee or a consultant. At Beeks we manage our employer branding and recruitment process through our Career Site A unique career - Beeks Group and by using a related applicant tracking system. In this Privacy Notice we explain how we process your Personal Data if:
- You visit our Career Site (you being a “Visitor”)
- You connect with us via our Career Site, to create a profile with us and receive information about current or future vacancies with us (you being a “Connecting Candidate”)
- You apply for a position with us, via our Career Site or a third party service (you being an “Applying Candidate”)
- We collect information about you from other parties, site and services, if we believe your profile is of interest for our current or future vacancies (you being a “Sourced Candidate”)
- We receive information about you from our employees or partners, if they believe your profile is of interest for our current or future vacancies (you being a “Referred Candidate”)
- We receive information about you from a Candidate, who lists you as their reference (you being a “Reference”)
When we use the term “Candidate” in this Privacy Notice, we are referring to each Connecting Candidates, Applying Candidates, Sourced Candidates and Referred Candidates, unless stated otherwise.
Purpose of this privacy notice
The purpose of this privacy notice is to explain what Personal Data we collect about you in the above circumstances and how we process it during the recruitment process.
This privacy notice also explains your rights, so please read it carefully. If you have any questions, you can contact us using the information provided below under the ‘Contact Us’ section.
What Personal Data is
‘Personal Data’ means any information from which someone can be identified either directly or indirectly. Examples of Personal Data are name, email address, telephone number and IP address.
‘Special Category Personal Data’ is more sensitive Personal Data and includes information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for the purposes of uniquely identifying someone, data concerning physical or mental health or data concerning someone’s sex life or sexual orientation.
‘Processing’
Personal Data we collect
All individuals:
For all individuals mentioned above, we will collect the following:
Device information – If you visit our Career Site, with your consent, we will collect information about your device such as IP address, browser type and version, session behaviour, traffic source, screen resolution, preferred language, geographic location, operating system and device settings/usage. This information is collected using cookies. Please see our Cookie Policy - Beeks Group
on our Careers Site for more information.
Technical and statistical data – If you visit our Career Site, with your consent, we will collect technical and statistical data about your use of the site, such as information about which URLs you visit and your activity on the site. This information is collected using cookies. Please see our Cookie Policy - Beeks Group
for more information.
Communications data – We will collect and store the data you provide when you communicate with us. This may include the content of emails, video recordings, messages on social media, the information you add to your account, surveys etc.
Contact details
– We will collect your name, email address, telephone number and postal address.
Candidates:
If you are a Candidate, we will collect your Personal Data. This includes (but is not limited to):
- Name and contact details (address, mobile phone number and email address)
- Company details (where applicable)
- Date of birth and gender
- Work history and employment positions held
- Salary, other compensation, and benefits information
- Nationality / visa / work permit information (where applicable)
- Academic and professional qualifications, education, and skills
- Photographs you may submit with your application
- Any other information you provide with your application such as a CV, covering letter, work samples, references and letters of recommendation.
- Demographic information
- Records we create during interviews or correspondence with you
- Results of pre-employment screening checks such as references or DBS checks (where applicable)
- Any other information you choose to give us
We may also collect special category Personal Data in accordance with the Equality Act 2010. We will only do this, for example, to make reasonable adjustments to enable all candidates to apply for vacancies, attend interviews and to commence employment. This is also necessary to ensure we meet our legal obligations when recruiting.
How we collect your Personal Data
All individuals:
We collect most of the Personal Data directly from you in person, by telephone, text or email or when you visit our Career Site.
Candidate:
In addition to the above, we may also collect your Personal Data from third parties, such as referees and recruitment agencies, public sources such as LinkedIn or the website of your current employer.
References:
If you are listed as a referee for a Candidate, we will obtain your contact details from the Candidate.
Purposes and bases for using your Personal Data
We will process your personal information for the following purposes and under the following lawful bases:
Purpose
Lawful Basis for Processing
To assess your suitability for the role
Processing is necessary for taking steps to enter into a contract with you or for the performance of our contract with you (Article 6(1)(a) of the UK GDPR).
To make reasonable adjustments for you during the interview process and comply with our legal obligations under the Equality Act 2010.
Processing is necessary for us to comply with our legal obligations (Article 6(1) (c) of the UK GDPR)
For special category data, the additional basis that we rely on relates to our obligations in the field of employment and the safeguarding of your fundamental rights (Article 9(2) (b) of the UK GDPR and Schedule 1 part 1(1) of the DPA 2018)
To conduct pre-employment screening checks including checking your identity and your right to work in the UK
Processing is necessary for us to comply with our legal obligations (Article 6(1) (c) of the UK GDPR
For special category data, the additional basis that we rely on relates to our obligations in the field of employment and the safeguarding of your fundamental rights (Article 9(2) (b) of the UK GDPR and Schedule 1 part 1(1) of the DPA 2018)
To contact unsuccessful applicants about future suitable vacancies
We will carry out this processing where you have consented to us retaining your data and contacting you about future vacancies based on the skills set out in the records we hold about you (Article 6(1)(a) of the UK GDPR)
To obtain a reference from you for a Candidate
Legitimate interests
To process legal claims, protect and enforce our rights and interests and that of others
Depending on the circumstances, legitimate interests / legal obligation
To share your Personal Data as set out below in the section on “Sharing your Personal Data”
Depending on the circumstances, legitimate interests, legal obligation,
Processing special category Personal Data
We will only process the more sensitive Personal Data, known as ‘special category’ Personal Data where we meet one of the conditions required by law for doing so. This includes complying with legal obligations or exercising specific rights in the field of employment law. In some cases, we may ask for your explicit consent to process this type or Personal Data.
We process special categories of Personal Data when we collect or process information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work and to provide appropriate workplace adjustments.
Sharing your Personal Data
Within our organisation - Your Personal Data will only be shared inside our organisation with those who need to have access to it, which will primarily be our HR personnel and hiring managers.
With ourgroup companies - We may share your Personal Data with our group companies when they provide us with services and functionality to our employer branding and recruitment process, as such access to particular systems and software.
Service providers and suppliers - We may share your Personal Data with service providers and suppliers to our business who process Personal Data on our behalf. For example, our recruitment service providers and the supplier of our application tracking system. In most cases, our service providers and suppliers are data processors and may only use the data in line with our instructions and not for any other purpose. This and other obligations are agreed in the contract between us and the service providers and suppliers.
Mergers and acquisitions – We may share your Personal Data, if it is necessary to do so, in relation to a potential merger sale of company assets, financing or acquisition or all or part of our business to another company.
Legal obligation / court order / legal proceedings / regulatory requirement or similar - We may share your Personal Data, if it is necessary to do so, in relation to legal obligations, a court order, potential or existing legal proceedings, regulatory requirements or similar or to protect or defend ourselves or a third party.
Outsourced Data Protection Officer – We may share your Personal Data with our outsourced Data Protection Officer in relation to data protection matters.
International Transfers
We will process your Personal Data within the UK and the EU whenever possible. However, some of our service providers process your Personal Data outside of the UK and the EU.
We have taken appropriate steps to ensure that the Personal Data processed outside the UK has a sufficiently similar level of protection to that guaranteed in the UK. We do this by ensuring that:
- Your Personal Data is only processed in a country which the Secretary of State has confirmed has an adequate level of protection (an adequacy regulation) or
- When transferring your Personal Data to America, we rely on the UK-US Data Bridge, when possible.
How long will we retain your information?
Visitors to our Career Site
Details of how long we keep the information collected using cookies is set out in our Cookie Policy - Beeks Group on our Careers Site.
Candidates
For Connected Candidates, we will keep your Personal Data for as long as you remain connected with us.
When you apply for a job with us your Personal Data will be entered into our Applicant Tracking System where it will be retained for as long as is necessary for the recruitment process and for longer, if you agree. See details below. If your candidacy is successful and you are employed or hired by us, your Personal Data will be processed and retained as set out in our employee privacy notice, provided to you with your employment paperwork.
If your candidacy is not successful, with your consent, we will retain your CV, application details and interview notes for up to 3 years (or for longer if you agree) in order that we can keep you informed of future vacancies that may be of interest to you. We will email you as and when the vacancies arise or once every 6 months for this purpose. You can opt-out from these emails, at any time, by clicking on the unsubscribe link in the email. You can also ask us to delete your Personal Data before the retention period expires, if you wish to do so. If you would like us to retain your Personal Data for longer than 3 years, please let us know.
We will also retain Personal Data where it is necessary to comply with our legal obligations or as necessary in relation to legal claims. This is rare but may mean we need to retain your Personal Data for longer than 3 years.
Referees
We will keep your Personal Data for as long as we keep the Personal Data of the Candidate for whom you act as a reference.
Your rights and how to complain
You have certain rights in relation to the processing of your Personal Data, including to:
- Right to be informed
- You have the right to know what personal data we collect about you, how we use it, for what purpose and in accordance with which lawful basis, who we share it with and how long we keep it. We use our privacy notice to explain this.
-
Right of access (commonly known as a “Subject Access Request”)
- You have the right to receive a copy of the Personal Data we hold about you.
- Right to rectification
- You have the right to have any incomplete or inaccurate information we hold about you corrected.
-
Right to erasure (commonly known as the right to be forgotten)
- You have the right to ask us to delete your Personal Data.
- Right to object to processing
- You have the right to object to us processing your Personal Data. If you object to us using your Personal Data for marketing purposes, we will stop sending you marketing material.
- Right to restrict processing
- You have the right to restrict our use of your Personal Data.
- Right to portability
- You have the right to ask us to transfer your Personal Data to another party.
- Automated decision-making.
- You have the right not to be subject to a decision based solely on automated processing which will significantly affect you. We do not use automated decision-making.
- Right to withdraw consent
If you have provided your consent for us to process your Personal Data for a specific purpose, you have the right to withdraw your consent at any time. If you do withdraw your consent, we will no longer process your information for the purpose(s) you originally agreed to, unless we are permitted by law to do so.
- Right to lodge a complaint
You have the right to lodge a complaint with the relevant supervisory authority, if you are concerned about the way in which we are handling your Personal Data. The supervisory authority in the UK is the Information Commissioner’s Office who can be contacted online at:
Contact us | ICO
Or by telephone on 0303 123 1113
How to exercise your rights
You will not usually need to pay a fee to exercise any of the above rights. However, we may charge a reasonable fee if your request is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
If you wish to exercise your rights, you may contact us using the details set out below within the section called ‘How to contact us and our Data Protection Officer’. We may need to request specific information from you to confirm your identity before we can process your request. Once in receipt of this, we will process your request without undue delay and within one month. In some cases, such as with complex requests, it may take us longer than this and, if so, we will keep you updated.
How to contact us and our Data Protection Officer
If you wish to contact us or our Data Protection Officer in relation to this privacy notice or if you wish to exercise any of your rights outlined you can do so as follows:
- Visit our Data & Privacy page Data & Privacy - Beeks Group on our Career Site, where we offer features to let you exercise some of your rights;
- Log in Beeks Group – Connect to your account with us, where you can use the setting in the account to exercise your rights
- Contact us as at:
- 2 Kings Inch Way
- Braehead
- Renfrew PA4 8YU
- United Kingdom
Please mark your communications FAO the ‘Data Protection Officer’.
Changes to this privacy notice
We may update this privacy notice from time to time in response to changes in applicable laws and regulations and our processing practices. When changes are made, we will update the effective date at the top of this document.
Please contact us for previous versions of this document
