Privacy Policy

Introduction 
This privacy notice sets out how Alcumus (“The Company”) will use your personal data if you apply for a job opening with our company or register your interest in future openings. 


Alcumus is committed to protecting your privacy. This privacy notice explains how companies in Alcumus Limited’s group of companies (together, “the Companys” or “we” or “our” or “us”) use any personal information that we may collect about you when you complete an Alcumus recruitment job application (including any other online forms we may introduce as part of the recruitment process) (“Recruitment Forms”), and when you interact with us during the recruitment process. This personal information will be uploaded to our internal Applicant Tracking System (ATS) so that we can track your application.  


There is a lot of information outlined in this document, but as part of our commitment to your privacy, we want you to be fully informed about your rights and how we use your data. 


Should we ask you to provide certain information by which you can be identified during the recruitment process, then you can be assured that it will only be used in accordance with this privacy notice. We may change this privacy notice from time to time and will update this page accordingly. We’ll notify you of any significant changes, but you’re welcome to come back and check it whenever you wish. 


Who is Alcumus ? 
Alcumus includes each of the following companies: 
  • Alcumus HSE Limited, Alcumus PSM Limited and Alcumus SM&MS Limited (which together trade as ‘Alcumus HSE’) 
  • Alcumus ISOQAR Limited 
  • Alcumus Sypol Limited 
  • Alcumus SafeContractor Limited 
  • Alcumus Info Exchange Limited 
  • Alcumus Holdings Limited 
  • Alcumus Limited 
  • eCompliance Management Solutions Inc. 
  • Alcumus ContractorCheck 
When you provide us with your personal information, Alcumus Holdings Limited and any relevant group company in respect of which you are applying for a position is the data controller. 
 


United Kingdom Privacy Policy 
We have appointed a voluntary data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact our DPO, Karl Mrosek, on dpo@alcumus.com


You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance. 


Changes to the privacy notice and your duty to inform us of changes 
This version was last updated on December 2021. Historic versions can be obtained by contacting us. 


It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. 


Access to the Application Form 
The Recruitment Forms may be accessed via an advertising platform or the Alcumus website company vacancies page. 


The data we collect about you 
We may collect, use and store personal data, or personal information, which means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). 


We collect this information about you when you input it into any recruitment application forms or provide it to us directly through other means (e.g. email, telephone, post). Such information may include: your full name, home address, contact number, email address, date of birth, together with any further information you may provide on or as part of a CV or as part of your cover letter, e.g. personal photograph, records and certificates of education. 


We may on occasion collect, use and store specific ED&I data relating to sexual orientation, gender orientation, ethnic origin, religious beliefs, disability and veteran status. This data will be anonymised and enables Alcumus to maintain our position as an equal opportunities’ employer. This data will be only be collected, stored and used with prior consent at point of application. 


If you fail to provide personal data 
If you fail to provide personal data when requested, we may not be able to consider your application for an employment position. In this case, we may be unable to proceed with your application. We will notify you if this is the case at the time. 


How we use your personal data 
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances: 
- Where we need to perform the contract we are about to enter into with you (i.e. employment contract). 
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. 
- Where we need to comply with a legal or regulatory obligation. 


Purposes for which we will use your personal data 
We need the information as set out above primarily to allow us to:- 
- Make a decision about your recruitment or appointment; 
- Determine the terms on which you will work for us; 
- Check you are legally entitled to work in the UK; 
- Administer the employment contract we may later enter into with you; and 
- Monitor equal opportunities. 


Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below. 


Marketing and Opt Out 
We do not undertake marketing, promotions or competitions using your personal information collected via the application process. We may however use your contact details in order to match you to future vacancies, and to let you know about such vacancies, but only if you have requested that we do so. You can instruct us not to use your contact details for this purpose at any time.
 
Change of purpose 
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you require an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law. 


Disclosures of your personal data 
We may have to share your personal data with the following parties for the purposes set out above: 
  • Other companies in Alcumus of companies acting as joint controllers or processors in respect of which you are applying for an employment position and/or which provide IT, finance, HR and/or system administration services. 
  • External third parties including: 
  • UK-based service providers acting as processors who provide internal IT and system administration services (specifically Rackspace, a managed hosting service). 
  • Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide legal, insurance and accounting services. 
  • HMRC, regulators and other authorities acting as processors or joint controllers based in the UK who require reporting of processing activities in certain circumstances. 
  • Third parties to whom we may choose to sell or merge parts of our business. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice. 
  • Fusion Occupational Health for you to conduct an online occupational health assessment, which remains confidential and is to ensure that we can make any reasonable adjustments for you. 
  • We may request that you register with Thomas International in order to undertake a behavioural assessment or PPA report via their website.  
Data Security 
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. 

We limit access to your personal data to those employees, contractors and other third parties who have a business need to know. They are subject to a duty of confidentiality. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. 


We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so. 


International transfers 
We do not transfer your personal data outside the European Economic Area (EEA). 


Data Retention 
How long will you use my personal data for? 
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. 


To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. 


We will keep your CV, personal details and anonymised ED&I data on file from the point of application or registration of interest for 12 months, unless you request otherwise 
Details of retention periods for your personal data are available on request by contacting us or via the ‘Manage my Data” section in our applicant tracking system (Pinpoint). 


In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you. 


Your legal rights 
Under certain circumstances, you have legal rights in relation to your personal data, including: 
  • Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. 
  • Request correction of your personal data. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us. 
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where: (a) there is no good reason for us continuing to process it; (b) you have successfully exercised your right to object to processing (see below); (c) where we may have processed your information unlawfully; or (d) where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. 
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms. 
  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it. 
  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you. 
  • Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. 
No fee usually required 
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances. 


What we may need from you 
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may contact you to ask you for further information in relation to your request to speed up our response. 


Time limit to respond 
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated. 
If you wish to exercise any of the rights set out in this privacy notice, please contact us. 
 



North America - Privacy Policy


Changes to the privacy notice and your duty to inform us of changes 
This section was last updated December 2021. 
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. 


Access to the Application Form 
The Recruitment Forms may be accessed via an advertising platform or the Alcumus website company careers page. 


The data we collect about you 
We may collect, use and store personal data, or personal information, which means any information about an individual from which that person can be identified. It may include data where the identity has been removed (anonymous data). 


We collect this information about you when you input it into any recruitment application forms or provide it to us directly through other means (e.g. email, telephone, post). Such information may include: your full name, home address, contact number, email address,  together with any further information you may provide on or as part of a CV or as part of your cover letter, e.g. personal photograph, records and certificates of education. 


If you fail to provide personal data 
If you fail to provide personal data when requested, we may not be able to consider your application for an employment position. In this case, we may be unable to proceed with your application. We will notify you if this is the case at the time. 

How we use your personal data 
We will only use your personal data when and how the law allows us to. Most commonly, we will use your personal data in the following circumstances: 
  • Where we need to perform the contract we are about to enter into with you (i.e. employment contract). 
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. 
  • Where we need to comply with a legal or regulatory obligation. 
Purposes for which we will use your personal data 
We need the information as set out above primarily to allow us to:- 
  • Make a decision about your recruitment or potential employment 
  • Determine the terms of your potential employment; 
  • Check you are legally entitled to work in the country of your application; 
  • Administer the employment contract we may later enter into with you; and 
  • Monitor equal opportunities. 
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below. 

Marketing and Opt Out 
We do not use your personal information collected via the application process for any marketing or promotional purposes. However, we may use your contact details in order to match you to future job openings, and to let you know about such job openings, but only if you have requested that we do so. You can instruct us not to use your contact details for this purpose at any time. 

Change of purpose 
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you require an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law. 

Disclosures of your personal data 
We may have to share your personal data with the following parties for the purposes set out above: 
  • Other companies in Alcumus of companies acting as joint controllers or processors in respect of which you are applying for an employment position and/or which provide IT, finance, HR and/or system administration services. 
  • -External third parties including: 
  • Potential service providers acting as processors who provide internal IT and system administration services . 
  • Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide legal, insurance and accounting services. 
  • Regulators and other authorities acting as processors or joint controllers based in the UK who require reporting of processing activities in certain circumstances. 
  • Third parties to whom we may choose to sell or merge parts of our business.Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice. 
  • Our background check provider, Certn to conduct necessary background checks and identity verification as a condition of employment. 
Data Security 
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. 

We limit access to your personal data to those employees, contractors and other third parties who have a business requirement to know. They are subject to a duty of confidentiality. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. 


We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so. 

Data Retention 
How long will you use my personal data for? 
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. 


To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use of your personal data, the purposes for which we process your personal data, and whether we can achieve those purposes through other means, and the applicable legal requirements. 


We will keep your CV and personal details on file from the point of application or registration of interest, for 12 months, unless you request otherwise. 
Details of retention periods for your personal data are available on request by contacting us or via the ‘Manage my Data’ section in our ATS (Pinpoint). 


In some circumstances we may anonymize your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you. 


Your legal rights 
Under certain circumstances, you have legal rights in relation to your personal data, including: 
  • Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. 
  • Request correction of your personal data. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us. 
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where: (a) there is no good reason for us continuing to process it; (b) you have successfully exercised your right to object to processing (see below); (c) where we may have processed your information unlawfully; or (d) where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. 
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms. 
  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it. 
  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you. 
  • Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. 
No fee usually required 
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances. 


What we may need from you 
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may contact you to ask you for further information in relation to your request to speed up our response. 


Time limit to respond 
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made several requests. In this case, we will notify and keep you updated. 
If you wish to exercise any of the rights set out in this privacy notice, please contact us.