HYDRASUN LTD RECRUITMENT PRIVACY NOTICE

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1 HYDRASUN LTD RECRUITMENT PRIVACY NOTICE Introduction Hydrasun Limited is a company incorporated in Scotland and having its registered office at Gateway Business Park, Moss Road, Aberdeen AB12 3GQ. We are registered as a data controller with the Information Commissioner with the registration number Z Purpose and scope This privacy notice describes how and why Hydrasun Ltd collect, hold and use your personal data in connection with the recruitment process. It also explains your rights to access your data under data protection laws or seek to have it rectified or deleted. Sources of personal data Candidate data is sourced lawfully, from speculative and non-speculative candidate applications (both directly sourced and via 3 rd party agencies), Job Search websites, employment references and social & professional profile sites. Personal data which we hold about you Hydrasun may collect, store and process your personal details, including but not limited to: Personal details such as name, address, date and place of birth Educational attainments and work experience Right to work / Visa information Compensation information Your social and professional profiles Any additional information provided by you (e.g. information contained within a cover letter) Interview assessments The results of any tests we ask you to perform in connection with the recruitment process (e.g. psychometric or aptitude tests) Photographs attached to your CV or professional/social profiles or recordings from on site CCTV should you attend interview Any other personal information contained within your CV, cover letter, application and/or any correspondence (written or verbal) in relation to your application Purposes of processing Personal information collected in relation to the recruitment/hiring process will be processed for legitimate human resource, recruitment, business management purposes. These include identifying and evaluating candidates for Hydrasun positions; record-keeping related to hiring processes; analysing the hiring process and outcomes; carrying out equal opportunities monitoring; and conducting background checks, where permitted by law. In addition to using candidate data for the position for which you have applied, Hydrasun may retain and use your data to consider you for other positions in line with the retention periods specified below. If you do not wish to be considered for other positions or if you would like to have your data removed, please see Deletion of your personal data below. Processing of your personal data includes collecting, recording, organising, storing, transferring, modifying, using, disclosing, or deleting any personal data. The appendix to this notice provides more information on our legal grounds and reasons for processing your personal information. Recruitment Privacy Notice 1

2 Special categories of personal information Special categories of personal information means information about your racial or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; health; sex life or sexual orientation; criminal convictions, offences or alleged offences; genetic data; or biometric data for the purpose of uniquely identifying you. Data marked * in the appendix falls within these special categories or might disclose special categories of personal information. We must have additional legal grounds for processing special categories of personal information. These are set out in the appendix. Disclosure of your personal data In processing your personal data for any of these purposes we may from time to time pass it to other people, if and to the extent permitted by law, including: Any person specified by you (e.g. an employment reference) Any person to which we are legally obliged to disclose any of your personal data Law enforcement and other regulatory, quasi governmental and governmental bodies; and Any potential or actual purchaser of the company or its business (or any part of its business in which you are employed); Automated Decisions Hydrasun Ltd do not make recruiting or hiring decisions based solely on automated decision-making within the meaning of the EU Data Protection Directive. Location of personal data Your data will be processed and stored within the United Kingdom and will not be transferred outside of the EEA unless you are expressly notified otherwise. Retention of your personal data We will retain your personal data for so long as we reasonably require in light of the purpose(s) for which we are holding it and all relevant legal, commercial and operational considerations. As a guide, we envisage that your personal data will be retained as follows: Source of Personal Data Unsuccessful applications (Candidates who apply for specific roles within Hydrasun and are unsuccessful) Successful applications (Candidates who apply for specific roles within Hydrasun and are subsequently employed) Speculative Applications (Candidates who submit CVs/applications to Hydrasun on a speculative basis) Retention Period Personal information will be retained up to 1 year from the date you are notified your application has been unsuccessful. Personal information collected at recruitment stage will be retained for the duration of the employment relationship and for 6 years after employment ceases Personal information will be retained up to 1 year from the date of your application. Access to your personal data You have a right (referred to as a data subject access request, DSAR ) to have access to the personal data which we hold about you subject to certain limitations. If you would like to exercise that right, you must submit a written request to recruitment@hydrasun.com, specifying the information which you want us to provide to you (or give you access to). We are obliged to respond to any such request within a month of receiving it (subject to limited exceptions). Recruitment Privacy Notice 2

3 We will inform you in writing following receipt of your written request and if necessary, seek additional information from you about your request. Corrections to your personal data You have a right (referred to as the right to rectification) to have your personal data rectified if it is inaccurate or incomplete. If you become aware that any of the data which we hold about you is inaccurate, you should inform us via recruitment@hydrasun.com or as soon as practicable. We are obliged to comply with any such request within one month. This may be extended to two months where the rectification request is complex. Deletion of your personal data You have a right (referred to as the right to erasure) to request the deletion or removal of your personal data where there is no compelling reason for its continued processing. Your right to make such a request will arise in specific circumstances, for example, where data is no longer necessary for the purpose for which it was collected or where you withdraw your consent for processing of your data (and this is the sole basis on which your data is processed). If you would like to exercise this right you must submit a written request to the Recruitment Advisor (recruitment@hydrasun.com), specifying the information which you wish deleted. We will then consider this request in accordance with our obligations under the data protection laws. Transferring your personal data You have a right (referred to as the right to data portability) to obtain and reuse your personal data for your own purposes across different services. This right allows you to move, copy or transfer personal data easily from one IT environment to another in a safe and secure way. (recruitment@hydrasun.com), specifying the information which you wish to be transferred. Where the right applies, we are obliged to comply with any such request within one month. This may be extended to two months where the rectification request is complex or where multiple requests are received at the same time. We will notify you in writing if any extension is necessary. Restricting use of your personal data You have a right (referred to as the right to restrict processing) to block or suppress the processing of personal data in certain circumstances. If, for example, you contest the accuracy of the personal data, processing may be restricted until the accuracy of the personal data has been verified. This may also apply where you contest that the processing is unlawful. (recruitment@hydrasun.com), specifying the information which you wish us to impose a processing restriction on. Recruitment Privacy Notice 3

4 Objecting to the use of your personal data You have a right to object to processing of your personal data if it is based on the performance of a legal task or is based on other legitimate interests. You also have the right to object where we process your information for research purposes. (recruitment@hydrasun.com), outlining your grounds of objection. We will then consider this request in accordance with our obligations under data protection laws. Questions and complaints If you have any questions at all about this privacy notice or would like more information about any of the issues covered in it, please contact the Recruitment Advisor at recruitment@hydrasun.com or on The Information Commissioner is the UK supervisory authority for data protection issues. We aim to resolve all complaints, but you do have the right to complain to the Information Commissioner at any time. Recruitment Privacy Notice 4

5 Appendix to Recruitment Privacy Notice - Hydrasun Limited Data marked * in the table below falls within special categories of personal information or might disclose special categories of personal information. We must have additional legal grounds for processing special categories of personal information - these are set out in the table below. Reason for processing your personal information Make a decision about your recruitment or appointment, including assessing your skills, qualifications and suitability for the work Carry out background and reference checks, where applicable Legal basis for processing, and legitimate interest (where applicable) To enter or carry out the contract To comply with a legal obligation For our legitimate interests: to select suitable employees, workers and contractors *For special categories of information: To ensure no risk to company or its employees as part of duty of care. Your personal information Personal contact details (including name, address, , telephone number) Your application form, CV and interview notes Results of the following recruitment tests: psychometric or other personality or aptitude test, as applicable References and details of previous employers Professional memberships and qualifications Copy of your driving licence, if relevant Any Offer information Criminal convictions and offences (including alleged offences)* Check you are legally entitled to work in the UK To enter or carry out the contract To comply with a legal obligation Personal contact details Documentation confirming your right to work in the UK Prevent and detect crime and ensure a secure work environment For our legitimate interests Verify the identity of individuals accessing our premises Prevent and detect theft Your name Work location Photographs of you CCTV images Carry out equal opportunities monitoring For our legitimate interests: To review equality of opportunity or treatment *For special categories of information: To review equality of opportunity or treatment To exercise or perform employment law rights or obligations Health data, including disability information* Information regarding pregnancy and maternity* Age and date of birth Marriage or civil partnership status* Gender Information on gender reassignment* Data revealing race, religious beliefs or sexual orientation* Recruitment Privacy Notice 5