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        Recruitment Privacy Notice

        This privacy notice explains how we use the information you submit as part of your recruitment application. 

        DWF is an international business. We are committed to safeguarding the privacy of the individuals that apply for positions at DWF. This privacy notice explains how we use the information you submit as part of your application. 

        Unless we advise otherwise at the time you submit your application and associated personal information, DWF will be the data controller of all information uploaded. Our contact details, together with our registration details for the UK's Information Commission Office (ICO), are set out in section 6 of this privacy notice. 

        The information we collect 

        In order to process and assess your application and to manage the recruitment process it is necessary to collect 'Personal' and 'Special Categories of Personal Information'.

        The personal information we require you to provide directly through the portal and in any associated documentation such as your CV and where relevant education/qualification documentation and Right to work information is likely to include (but is not limited to):

        • Name
        • Address
        • Nationality
        • Education history
        • Immigration/right to work information
        • Qualifications history
        • Work and employment history

        Limited life-style information such as hobbies or extra-curricular activities such as volunteering.

        With respect to special categories of personal information this will be restricted to the following categories and is not mandatory. Such information is used solely for the purposes of diversity monitoring and to ensure that any and all reasonable adjustments are made for applicants with disabilities. Special categories of personal information will be limited to: 

        • racial or ethnic origin;
        • religious or philosophical beliefs;
        • data concerning health or sex life and sexual orientation;
        • health, medical, and disability information.

        Where your application is unsuccessful the information you provide will be retained (in accordance with the Group Retention and Deletion Policy) and DWF may contact you in the future where positions or opportunities emerge we believe you may be suitable for.

        How we use your information 

        Legal Basis for Processing

        Unless required in order to comply with any legal or regulatory requirements, or where we have a legitimate interest to do so, we will only use the information you provide to us for the purposes processing and managing your application for a position at DWF and the associated recruitment process.

        DWF will only process the special categories of personal information you provide via the Application Portal where you have provided explicit consent for us to do so and for the purpose outlined in this notice.

        In addition your explicit consent is required for DWF to process special categories of personal information and you are not required to provide such consent in order to submit your application.

        Where you have provided consent, either for the processing of personal and/or special categories of personal information, you have an absolute right to withdraw consent and advice on how to do so is contained with Section 6 of this notice.

        Transfers to Third Parties

        As part of the recruitment process it may be necessary to disclose information to third parties outside of DWF for the purposes of obtaining references and validating the information submitted.

        The following categories of third party may receive your personal data for the following purpose(s) as part of the processing activities, DWF will not pass your data on to any other third parties without your explicit consent:

        • Referees where given
        • Educational History/Qualification verification
        • Application Screening Services (Graduate Recruitment Only).

        In addition, we might share your information with third party service providers we have checked and who we appoint to administer and maintain our application portal software and infrastructure.

        DWF undertakes ensure that such transfers of your information to third parties are safe and secure and all third party suppliers to DWF are subject to a written contract in respect of any processing of your personal data.

        Further information and details of the third party suppliers DWF use for the above-mentioned purposes are available upon request. 

        International Data Transfers

        As an international business, we might need to transfer the information you have provided in your application to our group companies and associated firms. Full details of our group companies and associated firms across the globe are available on the DWF LLP website.

        Where we transfer your information as described above, whether such transfers are within or outside the European Union, we will ensure that such transfers of your information are safe and secure and we will enter into a written contract with the relevant group company/associated firm in respect of any processing of your personal data. 

        How long we keep your personal information 

        We only keep your personal information for as long as we need to and for the purposes mentioned in this privacy notice. 

        All personal and special categories of personal information are subject to a DWF Group Data Retention and Deletion Policy (available upon request). When your personal information is no longer required for the purposes for which it was provided, we will delete it securely. 

        Security 

        We are committed to ensuring that your information is secure. In order to protect the information you input to our website from unauthorised access, improper use or disclosure, unauthorised modification, unlawful destruction or accidental loss, we have put in place appropriate technical, physical, and managerial procedures. All our employees and any third parties we engage to process your information are obliged to respect the confidentiality of your information.

        Below are some of the measures we have in place to protect your data:

        • DWF is certified to ISO 27001. The ISMS (Information Security Management System) includes all relevant policies, standards, and processes to effectively manage risks to our information assets.
        • All staff are subject to mandatory data protection awareness and training.
        • Robust data protection governance frameworks, processes, policies and procedures are in place.
        • Data privacy assessments and regular data privacy audits are conducted across the business.

        Further information about the measures DWF takes to protect your data can be provided upon request. 

        Your rights 

        Subject to some legal exceptions, you have the right to: 

        • Request a copy of the personal data we hold about you; 
        • Have any inaccuracies in your personal data corrected or, where your data is incomplete, have it completed; 
        • In certain circumstances, have your personal data erased; 
        • In certain circumstances and for a limited period, ask us to restrict the processing of your personal data; and 
        • In certain circumstances, object to our processing of your personal data, for example, withdrawing your consent to receive marketing communications from us or changing your marketing preferences. 

        If you wish to exercise any of the rights outlined above, you can do so by sending a written request to us using the contact details in section 6 below. 

        Please note we may require further information from you in order to verify your identity before disclosing, amending, or deleting any of your information. 

        In most cases, you can exercise these rights free of charge and we will deal with your request within 1 month of receipt of your request. There are exceptions however.

        If your request is complex or excessive, we may be permitted to charge a reasonable fee to cover our administration costs and/or extend the time period for dealing with your request to 2 months from receipt of your request. 

        Our Contact Details 

        Controller: DWF LLP 

        Address: 1 Scott Place, 2 Hardman Street, Manchester, United Kingdom, M3 3AA 

        Telephone:  +44 (0)333 320 2220 

        For Data Protection Enquiries 

        Telephone:  +44 (0)333 320 2220 (Ask to Speak to Risk and Compliance Team)

        Email enquiries@dwf.law Please mark the subject heading of your email "For the attention of the Data Protection Officer" 

        Data Protection Officer: Head of Risk Management 

        DWF LLP is registered with the UK's Information Commissioner's Office, registration number Z7429196. 

        Please note that emails sent to and from DWF may be monitored to ensure compliance with internal policies and procedures and to protect our business. 

        Queries and Complaints 

        If you have questions regarding this Privacy Policy, please contact our Data Protection Officer (contact details in section 6 above). 

        If we have been unable to resolve your complaint, you can contact the ICO (quoting our ICO registration number: Z7429196) at www.ico.org.uk

        Dated: 25 May 2018