Data Controller

The ‘Group’, “Company” “we”, “us”, “our” for the purposes of this notice refers to Lagan Specialist Contracting Group (LSCG) and its associated companies, each of which is a data controller under data protection law.

As part of our candidate application and recruitment activities we collect, process, and store personal and special categories of data that may directly or indirectly identify you (together referred to as “personal information”). If you choose not to provide the information requested, we will be unable to assess your suitability for the role or proceed with your application. By submitting your application, you acknowledge that the provision of such data is essential to the recruitment process.

This Candidate Privacy Notice (“Privacy Notice”) sets out:

•why we collect your personal information

•what information is collected and;

•how it is processed during the recruitment process

Throughout this Privacy Notice the term “processing” refers to all activities involving your personal information. This includes collecting, handling, storing, sharing, accessing, using, transferring and disposing of the information.

Why do we collect your personal information?

We only process your personal information where we are lawfully permitted to do so, for one or more of the purposes set out below, which may not all apply to you.

a) Application: Activities carried out while receiving and assessing candidate applications, including reviewing general applications or applications for specific jobs and processing information to enable subscription to our job alerts. This may involve the processing of your CV, name, address, employment history, academic and professional qualifications, age, diversity data including gender, ethnicity, disability, sexual orientation, nationality and previous disciplinary matters.

b) Assessment: Activities carried out while assessing candidate suitability for roles at the Company, which may involve the processing of your CV, psychometric tests, interview (in person, by phone, MS Teams or video), behavioural assessments (such as role play, group exercise or presentation), technical assessments.

c) Pre-employment screening: Pre-employment screening activities carried out for the purposes of insurance risk assessments; child protection clearances, proof of right to work, and criminal records checks.

d) Candidate searches: During our search activities, we use personal information to identify and share relevant opportunities. We may also reach out for referrals or additional candidate insights as part of our search and market research efforts.

e) General recruitment activities: Market research activities and specific or speculative recruitment-related activities.

What personal information might we process and how we collect it?

We collect personal information directly from you (e.g. when you apply for a role) or indirectly through your interactions with us or third parties (e.g. recruitment agencies). We may also obtain information from referees, employee referrals, or publicly available sources like job boards and LinkedIn. Below are examples of the types of information we may process.

Your Personal Information

• Personal details such as name, address, email address, telephone and date and place of birth.
• Individual demographic information in compliance with legal requirements (such as marital status, national identifier, passport/visa information, nationality, citizenship, disability, work permit, date and place of birth or gender).
• Work history/job data; previous employers, positions, dates, etc.
• Compensation; basic salary, benefits, bonuses, etc.
• Education and qualifications.
• Health issues requiring adaptations to the working environment.
• Employer feedback / references.
• Employment contract-related information (including compensation, location, hours of work and so on).
• Nationality / visa and right to work permit information; (e.g. passport, driving license, National Insurance number or regional equivalent).
• Photographs and images from recorded assessments or from on-site CCTV.
• Results of pre-employment screening checks (e.g. criminal records checks were permitted under local law).
• Leaves of absence (such as maternity leave, shared parental leave or sickness absence).
• Disciplinary / grievance records.
• Time and attendance details.
• Bank account details for salary payment purposes.
• Expenses such as travel and expenses claimed from the Company.
• Personal information is contained in CVs (e.g. name, address, telephone number, e-mail address, employment history, degree(s) and other qualifications, languages and other skills). These may also include, without limitation: age, nationality and race (only to the extent allowed by law), compensation details, a record of our history with you and comments from third parties.
• Skills and qualifications.
• Personal information which you have made available for the purposes of recruitment on jobs boards, LinkedIn (or other publicly available social media networks) and to third parties such as recruitment agencies that we work closely with.
• Training history and plans.
• Information offered and obtained through interview in person, by telephone or video meeting including notes relating to these.
• Psychometric test results and associated reports.
• Results from behavioural assessments.
• Assessment Centre exercises.
• Results from technical assessments.
• References and recommendations.
• Equal opportunities monitoring information, including information about your ethnic origin, gender, sexual orientation, health and religion or belief.

Your Special Categories of Information

During the process we may also inadvertently capture some special categories of personal information about you (e.g. information relating to your racial or ethnic origin, religious or philosophical beliefs, trade union membership, physical or mental health or condition, sexual orientation), where this has been provided or made publicly available by you or can be inferred from your CV.

We may also process certain special categories of information about your (e.g. information about a physical or mental health or condition) in order to make reasonable adjustments to enable our candidates to apply for jobs with us, to be able to take online/telephone assessments, to attend interviews/assessment centres, to prepare for starting at the Company (if successful) and to ensure that we comply with any legal obligations placed on us with regard to our hiring.

We may also process information relating to criminal convictions and offences (e.g. as part of pre-employment screening checks). We will only process special categories of information or information about criminal convictions and offences where we have obtained your explicit consent or are permitted by applicable laws (and then only when necessary for the purposes mentioned above).

Where we are processing personal information based on your consent, you have the right to withdraw that consent at any time where there is no other legal basis for the processing.

Legal basis for the processing

The Company’s entitlement to process your personal information is governed by several processing conditions. This means that we may rely on more than one of these conditions to process elements of your personal information throughout the recruitment process.

It is in the legitimate interests of the Company to process your personal information in the administration of your application and for general recruitment purposes.

The Company will also process your personal information where it is required by law or regulation. This processing will always be fair and lawful and will always comply with the principles of applicable privacy laws in the country where you have applied to be employed.

During your application it may also be necessary for the Company or its suppliers to process special categories of information about you where we have obtained your explicit consent or are permitted by applicable laws.

Where data may be held

Data may be stored at Rosemount House, across offices within our Group, on-site locations, and with third parties as outlined in this notice.

Who do we share your personal information with?

The Company may share your personal information internally across our global operations and with external parties or associates, including those outside of the EEA. Any such transfers will comply with data protection laws and will only occur, when necessary, such as for pre- employment screening.

The recruitment process will involve:

• Assessing and progressing your application.
• Assessing your suitability (skills, strengths and behaviours for the role).
• Activities needed to complete the onboarding and screening process should your application be successful.

To support the recruitment process, your personal information may be shared internally within the Company and across Group companies, but only to the extent necessary for everyone to perform their role. This includes employees with managerial responsibility for you or those acting on their behalf, for example.

• Employees in IT and system owners who manage user access.
• Other employees in relation to specific audits/investigations; and
• Security managers for facilities / premises.

The Company may also need to share your information with certain external third parties including:

• Companies who provide recruitment and candidate interview and assessment services to the Company.
• Suppliers who undertake background screening on behalf of the Company (criminal checking bureaus, etc.)
• Academic institutions (Universities, colleges, etc.) in validating information you’ve provided.
• Individuals and companies that you have previously worked for may provide references/recommendations for the Company.
• Other third-party suppliers (or potential suppliers), who provide services on our behalf.

How we protect your information

Our HR and Recruitment systems are protected to ensure that unauthorised or unlawful processing of personal information, accidental loss or destruction of, or damage to, personal information does not occur.

Your Rights

a) Access, correction and deletion

You are entitled to see the personal information the Company holds about you. You can also request changes to be made to incorrect personal information and can ask for your personal information to be deleted or blocked if you legitimately think that the Company shouldn’t be processing that information or is processing it incorrectly, except where retention of that personal information is required in the context of a legal dispute, or as otherwise required by law. If access, correction or deletion is denied, the reason for doing so will be communicated to you.

b) Inquiries, objections and complaints

For questions about this notice or your personal information- including access, correction, consent withdrawal or complaints - please contact the HR team at human.resources@laganscg.com.

It is your responsibility to keep your personal information up to date so that accurate application records can be maintained.

When asked to remove a record from our database, Human Resources will retain minimal personal information to prevent future contact and where required in accordance with legal requirements.

c) Automated processing

We do not generally make recruiting or hiring decisions based solely on automated decision-making.

d) Direct Marketing

The Company will not use personal information collected about you for the recruitment purposes to offer products or services for personal or family consumption (“direct marketing”) or provide your personal information to third parties for their direct marketing. We will ask you for your consent before sending communications about future events and opportunities relevant to you.

e) Changes to this Privacy Notice

As this Privacy Notice is updated, the current version will be available on the Company website.

Criminal records check

Given the nature of our business, we have legal and, at times, contractual obligations to ensure that the people we employ meet the standards required by our clients. We therefore may ask questions about any prior civil or criminal proceedings you may have been subject to and may also conduct criminal records check.