Privacy Statement – Roke Careers

Why we collect and how use your personal data:

Personal information (applicant data) submitted by an applicant to Roke will only be used by Roke to support a responsible, effective and efficient recruitment and selection process. Roke will collect and process applicant data from unsolicited applications and from Roke current open positions. Roke will process applicant data for recruitment purposes only. Roke recruitment purposes are: matching applicant data with current open positions, communicating recruitment and selection procedures, contacting applicants to schedule interviews/tests and sending information to applicants about other relevant vacancies. Processing includes; obtaining, recording, holding, organizing, transferring, adapting, amending, recovering, consulting, using, limiting, disclosing by transmission, disseminating or otherwise making available, aligning, blocking, destroying and erasing recruitment data.

What is applicant data?

Roke collects and processes applicant data (required and optional) which an applicant provides directly, via forms and attached resume’s, on the Roke recruitment website with www.roke.co.uk/careers Roke also collects and processes applicant data through personal contacts, phone calls or e-mail. Examples of applicant data include, but are not limited to: applicant contact details (name, gender, address, language, etc.), applicant education (academic, courses, etc) work history (previous employers, references, etc.)

Roke does not collect or process any sensitive applicant data, such as data that reveals your race or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, health or sex life. If, owing to certain circumstances, Roke does collect sensitive applicant data, the applicant’s explicit prior written consent will be asked. Please note that by providing Roke with unsolicited sensitive applicant data, the applicant consents to Roke processing of this sensitive applicant data for recruitment purposes.

The applicant data that Roke collects and processes will be adequate, relevant and not excessive relative to the specified purposes for which the applicant data are collected and processed. Applicant data will be as accurate as possible and, as necessary in accordance with applicable laws, kept up to date by applicants and Roke.

Disclosure of applicant data:

Roke may disclose certain applicant data to a supplier or contractor organisation supplying services which require the use and/or creation of applicant data for the purposes described in this privacy statement and in accordance with applicable laws. In these limited instances, selected third parties may access applicant data. Prior to disclosing any information to any third party, Roke will ensure that all third party recipients are bound to strict standards of security. In the event of a merger and/or acquisition, Roke may disclose an applicant’s information to the third party involved in such merger and/or acquisition but only to authorised personnel involved in the recruitment process.

Roke does not sell or trade applicant data to any third party. Roke may be obliged to disclose certain applicant data to third parties, such as government authorities, in accordance with applicable laws. It may also be necessary for Roke to disclose applicant data so as to protect the legal rights of Roke, again in accordance with applicable laws.

Transfer of data:

Roke’s recruitment & selection career and job vacancies www.roke.co.uk/careers offers applicants the opportunity to apply on-line (both unsolicited applications and Roke’s current open positions). Applicants can indicate their location preferences during the on-line application process. If an applicant chooses to apply for a location where their information is not collected, the application data will be transferred to the office where the vacancy exists. The transfer of the application data is for recruitment & selection purposes only. Applicants consent to transfer of their application data and to Roke recruiters contacting them to start recruitment activities by accepting this Roke recruitment privacy statement.

To operate as a business with multiple sites and to promote an applicant’s career within Roke, it is necessary to process and transfer applicant data within Roke’s locations. Applicant data will be entered into a database that is available for recruiters from the various locations where Roke operates. The use of this database will involve transferring applicant data outside of the location where the application was received. Applicants consent to transfer of their application data (for processing by Roke recruiters) to the various locations where Roke operates by accepting this Roke recruitment privacy statement.

Roke will ensure adequate security measures for the transfer and processing of applicant data to the Roke locations.

Why do we retain your date and for how long?

Roke will retain applicant data during the recruitment and selection process. Roke will only retain applicant data after the recruitment and selection process if there is a legal obligation to do so (e.g. equal opportunity requirements in local employment laws). Roke may also retain applicant data if there is a ‘business need’ to keep the applicant data, e.g. keeping an applicant’s resume on file if a suitable vacancy arises. Without prejudice to local legislation, applicant data will be kept for a maximum of 1 year (i.e. the end of the calendar year following your application). This implies that retention periods in local legislation always need to be taken into account and complied with. After the retention period the applicant data will be completely deleted from Roke’s system.

Unsuccessful candidates’ data will be securely destroyed 2 years after the decision is made that your application has been unsuccessful adhering to the statutory requirement to retain information for a select period to allow candidates to challenge recruitment decisions. Successful candidates’ information required for employment purposes will be retained throughout your employment, all other documentation not relevant will be securely destroyed 2 years after your start date has been confirmed, this includes any supporting documentation which you provide for criminal reference checking, proof of address etc.

Is your data secure?

Roke uses a number of technical, physical and organizational security measures to assure the integrity, confidentiality and availability of applicant data. Roke has implemented security technologies to protect the stored applicant data from unauthorised access, improper use, alteration, unlawful or accidental destruction and accidental loss. Roke continues to enhance its security procedures as new technology becomes available. Access to applicant data is limited to Roke processors who are involved in Roke’s recruitment activities. Roke processors who have access to applicant data are obliged to respect the privacy of applicants visiting Roke’s website and the confidentiality of their applicant data. Roke ensures adequate security to protect manual and electronic processing of applicant data and prevent its misuse, all in accordance with applicable local legal requirements. Roke also ensures (contractually) that third parties and affiliates processing applicant data on Roke’s behalf, will observe similarly adequate security measures again in accordance with applicable local legal requirements.

Security cleared or developed vetted information is kept securely, either as an electronic file or in a secure, non-portable, storage container with access strictly controlled and limited to those who are entitled to see it as part of their duties. Disclosure information will not be kept on the applicant’s personnel file or on the recruitment database.

Your responsibilities:

An applicant has an important role to play in assisting Roke in keeping applicant data secure. An applicant should at all times keep his or her password confidential and use the correct procedure to log in and out of the Roke recruitment website.

Applicant's rights:

An applicant has the right to access his or her applicant data that Roke holds. Roke facilitates access to applicant data through an on-line self-service system accessible via www.roke.co.uk/careers or via the Roke intranet for internal applicants. An applicant has the right to request Roke to correct his or her applicant data. Correction also implies supplementing, deletion, blocking or ensuring in another way that applicant data will no longer be used. Roke only has an obligation to correct applicant data when the data is factually inaccurate, incomplete or irrelevant to the purpose for which Roke processes the data (correction of applicant data is also facilitated via self-service).

If an applicant is unable to use the self-service system he or she can contact Roke to exercise his or her access and correction rights. Roke may also collect and process applicant data (e.g. test data) that is not accessible via self-service. By contacting Roke the applicant can exercise his or her access and correction rights. Roke will process the applicant’s requests and rectify errors in a timely manner.

Please click to confirm you have read, understand and consent to how our organisation will use and store your information.