Recruitment Privacy Policy
Version:
1.1
Last Updated:
This Recruitment Privacy Policy explains how Rosnium Group Ltd collects, uses, holds, protects and shares your personal data when you apply for a role through our website at rosnium.com/company/careers. It should be read alongside our Website Privacy Policy.
Who We Are
We are Rosnium Group LTD trading under the brand name Rosnium, a registered data controller under the UK Information Commissioner's Office (ICO). Our use of your personal data is in compliance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
ICO Registration number: ZB969701
What Information We Collect
When you apply for a role at Rosnium through our website careers form, we collect the following personal data:
First name and last name
Email address
CV or résumé, provided as a shareable link
LinkedIn profile URL
Role applied for
Cover letter or free-text application statement
We collect only the information necessary to assess your suitability for the role you have applied for. Please do not include sensitive personal data, such as health information, national insurance number, or financial details. Only do so when we have specifically requested it as part of a role requirement.
If you apply for a role through LinkedIn directly, LinkedIn's own data collection practices apply in addition to this policy. We recommend reviewing LinkedIn's Privacy Policy for details.
How We Use Your Information
We process your personal data solely for the purposes of recruitment.
Specifically, we use it to:
Assess your suitability for the role you have applied for
Communicate with you throughout the application and interview process
Coordinate internally between hiring managers and leadership
Meet any legal or regulatory obligations that arise during the process
We do not use your data for marketing purposes. We do not retain your data for future roles or add you to a talent pool without your explicit consent.
Lawful Basis for Processing
We process your personal data on the following lawful bases under UK GDPR:
Article 6(1)(b): processing necessary to take steps at your request prior to entering a contract, specifically to progress your job application.
Article 6(1)(f): legitimate interests, where Rosnium has a legitimate business interest in identifying and assessing suitable candidates, and where that interest is not overridden by your rights and interests as a data subject.
Where you volunteer information that constitutes special category data (for example, health information relevant to a reasonable adjustment), we process it under Article 9(2)(b), relating to obligations in employment law, in conjunction with Schedule 1 Part 1(1) of the Data Protection Act 2018.
Data Retention Period
We retain your application data for 12 months from the conclusion of the recruitment process for the role you applied for. This period allows us to address any queries or potential legal challenges arising from the process.
After this period, your data is securely deleted from our systems, including any copies held in email and internal documentation.
If you are offered and accept a role, relevant application data will be retained as part of your employee record in accordance with our internal HR data retention policy.
How We Protect Your Data
We use commercially accepted methods to protect your personal information, including cloud-based secure storage and access controls. Access to candidate data is restricted to those directly involved in the hiring process for the role you applied for.
No internet transmission or electronic storage method is entirely secure. If you believe your information has been compromised, please contact us immediately using the details below.
When We Share Your Data
We never sell your personal data. We share it only in the following circumstances:
Internal review: Your application may be reviewed by hiring managers and senior leadership at Rosnium who are directly involved in the recruitment decision for your role.
Internal documentation: Application materials may be stored in a Google Drive, our internal documentation platform, for review and coordination purposes. Access is restricted to relevant team members.
Email platforms: We use Zoho Mail to communicate with candidates. Application data may therefore pass through Zoho's infrastructure. Zoho processes data under their own data processing agreements in compliance with UK GDPR.
LinkedIn: If you apply via LinkedIn, your application data is initially processed by LinkedIn before being shared with us. Please review LinkedIn's Privacy Policy for details of their processing.
Legal requirements: We will share your data where required by law, court order, or government authority, or where necessary to prevent fraud or protect the rights of others.
We do not share your application data with third parties for marketing, research, or any purpose unrelated to your application.
International Transfers
Rosnium operates teams in the United Kingdom, Dubai (UAE), and India. Application data may be accessed by team members in these locations where they are directly involved in the recruitment process for the role you have applied for.
Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR, including reliance on standard contractual clauses or other lawful transfer mechanisms as applicable.
Your Rights
Under UK data protection law and GDPR, we need a lawful basis to collect and use your personal information. The specific basis we use affects your rights. For more details, visit the ICO's website.
Your rights include:
Access: Request copies of your personal information and details about how we use it.
Correction: Ask us to correct or delete inaccurate or incomplete information.
Deletion: Request that we delete your personal information.
Restriction: Limit how we use your personal information.
Objection: Object to our processing of your personal data.
Data portability: Transfer your information to another organisation or back to you.
Withdraw consent: Remove your consent at any time when that is our lawful basis.
We will respond to any request within one calendar month. Use the contact details below to exercise these rights.
Exceptions: We may retain data where required by law or to protect the rights of others.
Changes to This Privacy Policy
We may update this policy from time to time. Any changes will be published on this page with a revised version number and date. We recommend checking this page periodically.
Contact Us
If you have any questions or concerns about how we handle your personal data during the recruitment process, please contact us:
By Email: privacy@rosnium.com
By Phone: +44 (20) 4628 1815
By Post: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ
ICO
If you are unhappy with how we have handled your data after contacting us directly, you have the right to file a complaint with the Information Commissioner's Office (ICO).
ICO Registration Number: ZB969701
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113