Applicant Privacy Notice

Controller:

QMSROOT LTD
Office 2681, 182–184 High Street North
East Ham, London E6 2JA
United Kingdom

Recruitment contact: careers@qmsroot.com

General privacy contact: info@qmsroot.com

This notice applies when you contact QMSROOT about employment or submit an application for an advertised role.

The requirements checklist on the QMSROOT website is a self-assessment tool only. The selections are not submitted to QMSROOT, are not stored as part of your application and are not used to make an automated hiring decision.

Your application data is collected when you choose to send your application to careers@qmsroot.com.

Depending on what you provide and what is required for the role, we may process:

• your name and contact information;
• your CV or résumé;
• professional qualifications and employment history;
• education and training information;
• portfolio, professional profile or work samples you choose to provide;
• information contained in your cover note or correspondence with us;
• interview notes and recruitment assessments;
• information needed to communicate with you and manage the recruitment process; and
• other information you voluntarily provide that is relevant to your application.

Please do not provide identity documents or special-category/sensitive personal information unless it is genuinely necessary or QMSROOT specifically requests it for a lawful purpose.

We process applicant information to:

• assess your application for the role;
• communicate with you about your application;
• organise and conduct interviews or other recruitment steps;
• evaluate suitability for the position;
• document the recruitment decision;
• prepare for entering into an employment or engagement relationship where applicable; and
• establish, exercise or defend legal claims where necessary.

Where German employment data-protection law applies, personal data required for a hiring decision is processed in accordance with Article 6(1)(b) GDPR and Section 26(1) of the German Federal Data Protection Act (BDSG), to the extent the processing is necessary to decide whether to establish an employment relationship.

Where necessary after completion of the recruitment process, limited information may also be retained for the establishment, exercise or defence of legal claims in accordance with applicable data-protection law.

If QMSROOT wishes to keep your application for consideration for future unrelated vacancies beyond the normal recruitment retention period, we will ask for separate, voluntary consent.

Access is limited to people who need the information for the recruitment process.

This may include:

• QMSROOT personnel involved in recruitment or the relevant function;
• decision-makers involved in selecting candidates; and
• IT, email or other service providers acting on QMSROOT’s behalf where required to operate the recruitment process.

Application information is not sold.

Some of our service providers may process personal data outside the United Kingdom. Where this involves a restricted international transfer, we use an applicable UK adequacy regulation or appropriate safeguards recognised under UK data protection law, such as approved contractual safeguards, as applicable.

We retain application information only for as long as necessary for the recruitment process and related legal or administrative purposes. For unsuccessful applications, we normally retain the information for up to six months after the relevant recruitment process ends, unless a longer period is required by law, necessary for the establishment, exercise or defence of legal claims, or you have agreed to longer retention for future opportunities.

If you join QMSROOT, information required for the employment or engagement relationship may become part of the relevant personnel or contractual records and will be handled under the applicable privacy information for that relationship.

QMSROOT does not use the website requirements checklist to make an automated hiring decision.

The checklist is not transmitted to QMSROOT.

Hiring decisions are made by people.

Subject to the conditions of applicable data-protection law, you may have the right to:

• request access to your personal information;
• request correction of inaccurate information;
• request deletion of information;
• request restriction of processing;
• receive certain information in a portable format where applicable;
• object to processing where the relevant legal conditions apply; and
• withdraw consent at any time where processing is based on consent, without affecting processing that took place before withdrawal.

To exercise your rights in relation to recruitment data, contact careers@qmsroot.com or info@qmsroot.com.

You also have the right to lodge a complaint with a competent data-protection supervisory authority.

Competent authority for QMSROOT:

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection. If you are located in the EEA, you may also have the right to complain to your local data protection supervisory authority.

We may update this Applicant Privacy Notice when our recruitment process or applicable requirements change. The current version will be published on this page.