Data Processing Notice

We are the Robert Walters Group, a group of companies ultimately owned by Robert Walters plc and trading under the name “Robert Walters” (“RW”). RW provides specialist consultancy services placing candidates on a permanent, contract and interim basis across a range of industries and geographies.

References to “we”, “us” and “our” are references to RW.

We write to inform you of our processing of your personal data. We may request that you provide us with personal data for us to provide our services to you and our clients. Please be advised that if you submit an application with us, you will be deemed to guarantee that all such personal data that you provide to us is complete and accurate.

Please be advised that:

any failure to abide by the above could mean that we need to withdraw you as a candidate; and
if you attempt to obtain employment or engagement by deception:
you may incur civil and/or criminal liability; and
we will likely immediately cancel your assignment or terminate your employment (as the case may be).

Review of the data provided. Our employees will review your job application before it is submitted to our client(s). As part of the review process, we, our clients or agents acting on our behalf may need to check the information you provided as part of your job application. We, our client or agents may:

Contact your academic providers. Your academic institutions will likely require your approval to release details of your academic achievements to us, our clients or agents.
Contact your current employer. Before contacting your employer, we will:
ensure that you have resigned or terminated your employment with them (as the case may be); and
ensure that we make you aware of our intention and have your consent to contact your employer.

In accordance with Article 14 of the UK-GDPR or EU GDPR, we inform you of the following:

1. The data controller of your personal data

The RW company that collected your personal data is typically the data controller of your personal data. If you are unsure who is the data controller of your personal data, please contact us using the contact details at the end of this Data Processing Information Form.

2. The purpose of the data processing

We usually process your personal data in order to provide recruitment services to our clients. As part of our recruitment services, we will often usually process your details against job vacancies which we consider are appropriate for you in order to assess your suitability for such vacancies. A non-exhaustive list of the purpose of our data processing can be found in section 3 of our Global Privacy Policy, which is accessible on our website at: https://www.robertwaltersgroup.com/privacy-policy.html

3. The legal basis for the data processing

Except where the law requires us to ask for your consent to process your personal data, we will typically rely on the legal ground of legitimate interest under Article 6(a)(f) of the UK-GDPR and EU-GDPR to process your personal data. Section 5 of our Global Privacy Policy contains a more comprehensive explanation of the grounds we rely on to process your personal data.

4. The categories of personal data concerned

We commonly process a person’s name, contact information and education and employment history. Section 1 of our Global Privacy Policy contains a non-exhaustive list of the types of personal data that we commonly collect for the performance of our services.

5. The recipients of your personal data

We will only disclose your personal data when we are permitted to by law. Furthermore, we will only introduce your personal data to our clients with your prior approval. Section 4 of our Global Privacy Policy contains a non-exhaustive list of the potential recipients of your personal data.

6. Transfers

Due to the global nature of our business, we may need to transfer UK and EEA Personal Data outside of the UK and EEA. If we do transfer UK and EEA Personal Data outside of the UK and EEA, we will make sure that appropriate safeguards are in place. If requested, we will provide you with details of the safeguards that we have implemented. Section 10 of our Global Privacy Policy contains further information on the data transfers we conduct.

7. Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements. We view our relationship with you as being one which is to support your career through numerous roles and assignments. Accordingly, we may retain your data for a period of time which is materially greater than simply one placement if we reasonably believe that we will continue to have an ongoing relationship with you. Section 6 of our Global Privacy Policy contains more information about our data retention practices.

8. Your rights

Subject to legal and regulatory exceptions, you have the right to access your personal data, have inaccuracies in your personal data corrected, have your personal data erased, have your personal data not subjected to automated decision making and complain about our processing of your personal data. A comprehensive list of your legal rights is available in section 7 of our Global Privacy Policy.

9. The source from which your personal data originated

We usually collect your personal data from you. However, we may collect your personal data from third party channels e.g. job boards, our third party services providers, pre-employment screening providers etc. Section 2 of our Global Privacy Policy contains a non-exhaustive list of the sources we may have collected your personal data from.

10.Technology

We will always use your personal data fairly. We may on occasion use technological filters to sort through the job applications we receive and to match candidates to specific job vacancies. If we have used technological tools to a significant extent when assessing your job application, we will inform you of this. Please let us know when we contact you if you feel there are other factors that we should consider as part of your job application.

11. Contact details

If you have questions or comments about our privacy practices, or if you would like to submit a request exercising your privacy rights, please contact us. You can:

Email us at dataprotection@robertwalters.com

Contact our Data Protection Officer (DPO), Richard Harris, at DPO@robertwalters.com