Privacy Policy

Privacy notice for prospective employees, workers and contractors

Purpose of this privacy notice
This privacy notice applies to all prospective candidates that apply for work with us, IQE, whether as an
employee, worker, volunteer, intern or contractor. It seeks to inform you of how we will hold and use personal
information about you, including why your personal data will be used and how long it will usually be retained for.
This information must be provided to you under the General Data Protection Regulation ((EU) 2016/679) (GDPR).
This privacy notice is issued on behalf of the IQE group so when we mention "IQE", "we", "us" or "our" in this
privacy notice, we are referring to the relevant company in the IQE group responsible for processing the data.
Data protection principles
We are committed to ensuring that your personal data is used in compliance with the applicable laws and
principles, which means that your data will be:
 used lawfully, fairly and in a transparent way;
 collected only for valid purposes that we have clearly explained to you and not used in any way that is
incompatible with those purposes;
 relevant to the purposes we have told you about and limited only to those purposes;
 accurate and kept up to date;
 kept only as long as necessary for the purposes we have told you about; and
 kept securely.
The kind of information we will hold about you
In connection with your application for work with us, we will collect, store, and use the following categories of
personal information about you:
 the information you have provided to us in your curriculum vitae and covering letter;
 the information you have provided on our application form, including name, title, address, telephone number,
personal email address, date of birth, gender, employment history, education, immigration status qualifications,
skills, experience, and employment history;
 information about your current level of remuneration, including benefit entitlements; information about your
entitlement to work in the UK, including passport details; and
 any information you provide to us during an interview or other forms of assessment including online tests;
We may also collect, store and use the following "special categories" of more sensitive personal information:
 any health information we need to collect to fulfil our health and safety obligations as an employer, such as
our obligations to provide safe workspace;
 diversity information (racial or ethnic origin, religious or other similar beliefs, and physical or mental health,
including disability-related information);
 information about your health, including any medical condition, health and sickness records;
 information on any disability for which IQE needs to make reasonable adjustments during the recruitment
process;

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 details of any criminal convictions if this is required for a role that you are interested in applying for; and
 information on your interests and needs regarding future employment, both collected directly and inferred.
How is your personal information collected?
We may collect personal information about candidates from the following sources:
 you, the candidate;
 the applicable recruitment agency from which you have been referred;
 background check providers;
 credit reference agencies, if required;
 Disclosure and Barring Service in respect of criminal convictions. We would justify the reasons for doing this
where required.
 your named referees;
 Pre-employment medical questionnaire; and
 ‘Just for cause’ drug and alcohol testing.
How we will use information about you
We will use the personal information we collect about you to:
 assess your skills, qualifications, and suitability for the role/work;
 carry out background and reference checks, where applicable;
 communicate with you about the recruitment process;
 keep records related to our hiring processes;
 comply with legal or regulatory requirements.
We will require the above information only if it is in our legitimate interests to consider you for a role / work.
We also need to process your personal information to decide whether to enter into a contract of employment or
work with you.
Having received your CV and covering letter or your application form and the results from any tests which we
require you to take as part of our recruitment selection process, we will then process that information to decide
whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your
application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use
the information you provide to us at the interview to decide whether to offer you the role or alternative work. If
we decide to offer you work, we will make a conditional job offer and if you accept, we would take up
references. We may ask you to undergo a medical examination, if any ‘reasonable adjustments’ are required for
you to carry out the intrinsic nature of the role you have applied for or may carry out any other checks before
confirming your appointment, relating to character or suitability.
If you fail to provide personal information
If you fail to provide information when requested which is necessary for us to consider your application (such as
evidence of qualifications or work history), we will not be able to process your application successfully. For
example, if we require a DBS check or references for the role and you fail to provide us with relevant details, we
will not be able to take your application further.
How we use particularly sensitive personal information

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We will use your particularly sensitive personal information in the following ways:
 we will use information about your disability status to consider whether we need to provide appropriate
adjustments during the recruitment process, for example whether adjustments need to be made during a test or
interview; and
 we will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or
your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.
Information about criminal convictions
We may process information about criminal convictions.
We may be required to collect information about your criminal convictions history if we would like to offer you
work (conditional on checks and any other conditions, such as references, being satisfactory). We are entitled,
and on occasions required, to carry out a criminal records check in order to satisfy ourselves that there is nothing
in your criminal convictions history which makes you unsuitable for the role.
We have in place an appropriate policy document and safeguards which we are required by law to maintain
when processing such data. We will notify you throughout the recruitment process if and when this requirement
becomes applicable to you.
Data sharing
Why might you share my personal information with third parties?
We will only share your personal information with the following third parties for the purposes of processing your
application:
 individuals and organisations who hold information related to your reference or application to work
with us, such as current, past or prospective employers, educators and examining bodies and
employment and recruitment agencies;
 tax, audit, or other authorities, when we believe in good faith that the law or other regulation requires
us to share this data (for example, because of a request by a tax authority or in connection with any
anticipated litigation); and
 third party service providers who perform functions on our behalf such as employee benefits providers
– BUPA, share scheme administrators, Westfield and Canada Life Limited, Performance Hub, The Vault
and E-learning providers; and
 internal and external auditors when we are required to share this data with them upon request in order
to comply with our contractual or regulatory obligations;
All our third-party service providers and other entities in the group are required to take appropriate security
measures to protect your personal information in line with our policies. We do not allow our third-party service
providers to use your personal data for their own purposes. We only permit them to process your personal data
for specified purposes and in accordance with our instructions.
Data security
We have put in place appropriate security measures to prevent your personal information from being
accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to
your personal information to those employees, agents, contractors and other third parties who have a business
need-to-know. They will only process your personal information on our instructions, and they are subject to a
duty of confidentiality. Details of these measures may be obtained from our People and Culture Team.
We have put in place procedures to deal with any suspected data security breach and will notify you and any
applicable regulator of a suspected breach where we are legally required to do so.
Data retention
How long will you use my information for?

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As a candidate we will retain your personal information for a period of up to 6 months after we have
communicated to you our decision about whether to appoint you. We retain your personal information for that
period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on
prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After
this period, we will securely destroy your personal information in accordance with our data retention policy and
all applicable laws and regulations.
If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future
and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain
your personal information for a fixed period on that basis.
Rights of access, correction, erasure, and restriction
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
 Request access to your personal information (commonly known as a "data subject access request"). This enables
you to receive a copy of the personal information we hold about you and to check that we are lawfully
processing it.
 Request correction of the personal information that we hold about you. This enables you to have any
incomplete or inaccurate information we hold about you corrected.
 Request erasure of your personal information. This enables you to ask us to delete or remove personal
information where there is no good reason for us continuing to process it. You also have the right to ask us to
delete or remove your personal information where you have exercised your right to object to processing (see
below).
 Object to processing of your personal information where we are relying on a legitimate interest (or those of a
third party) and there is something about your particular situation which makes you want to object to processing
on this ground. You also have the right to object where we are processing your personal information for direct
marketing purposes.
 Request the restriction of processing of your personal information. This enables you to ask us to suspend the
processing of personal information about you, for example if you want us to establish its accuracy or the reason
for processing it.
 Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of
your personal data, or request that we transfer a copy of your personal information to another party, please
contact our data privacy manager in writing at the address set out below (see "Data privacy manager" section).
Right to withdraw consent
When you applied for work with us, you provided consent to us processing your personal information for the
purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that
purpose at any time. To withdraw your consent, please contact our data privacy manager. Once we have
received notification that you have withdrawn your consent, we will no longer process your application and,
subject to our retention policy, we will dispose of your personal data securely.
Data privacy manager
We have appointed a data privacy manager to oversee compliance with this privacy notice. If you have any
questions about this privacy notice or how we handle your personal information, please contact the data privacy
manager at the following address Pascal Close, St Mellons, Cardiff, CF3 0LW or by email at
dataprotection@iqep.com. You have the right to make a complaint at any time to the Information
Commissioner's Office (ICO), the UK supervisory authority for data protection issues.