1. What is the purpose of this document?

Murano Systems LTD and Murano UK LLP (“we“, “our“, “us“) are committed to protecting the privacy and security of your personal information.

This privacy notice describes how we collect and use personal information about you during the job application process with us, in accordance with UK General Data Protection Regulation – the “GDPR”. Murano Systems LTD and Murano UK LLP are “data controllers”. This means that we are responsible for deciding how we hold and use personal information about you (“you”, “your”). You are being provided with a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for.

It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.

You can contact us in writing at 3 St James’s Square, 1st Floor, London SW1Y 4JU, via telephone on 0203 405-3370 or via email to recruitment@muranoconnect.com if you have any questions regarding this document.

2. protection principles

3. The kind of information we hold about you

Personal data, or personal information, 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). In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:

• The information you have provided to us in your curriculum vitae and covering
  letter (including via an enquiry on our website).
• The information you have provided on our application form, including name,
  title, address, telephone number, personal email address, date of birth, gender, employment history, and qualifications.
• Any information you provide to us during an interview.
• Any other information included as part of the application process.

We may also collect, store and use the following “special categories” of more
sensitive personal information:

• Information about your race or ethnicity, religious beliefs, sexual orientation
  and political opinions.
• Information about your health, including any medical condition, health and
  sickness records.
• Information about criminal convictions and offences.

4. How is your personal information collected?

We collect personal information about candidates from the following sources:

• You, the candidate.
• Elliott James recruitment agency, via various Job boards (like Indeed, Monster.com, Investment 20/20, UK University job boards, totaljobs.com, LinkedIn, GlassDoor, Albourne Village, Job Today and Graduate Talent Pool) and university career fairs in from which we collect the following categories of data:
• The information you have provided to us in your curriculum vitae and covering letter (including via an enquiry on our website).
• The information you have provided on our application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, and qualifications.
• Your named referees, from whom we collect the following categories of data: Dates of employment, job title, character reference, any disciplinary action, absenteeism, or anything the reference decides to disclose voluntarily.
• Data from third parties from a publicly accessible source, such as LinkedIn or web searches.

5. How we will use information about you?

We will use the personal information we collect about you to:

• Assess your skills, qualifications, and suitability for the role.
• Carry out background and reference checks, where applicable.
• Communicate with you about the recruitment process.
• Keep records related to our hiring processes.
• Comply with legal or regulatory requirements.

It is in our legitimate interests to decide whether to appoint you to the role since
it would be beneficial to our business to appoint someone to that role. We also need to process your personal information to decide whether to enter into a contract of employment with you. These are our lawful bases for processing your personal information.

Having received your CV and covering letter and/or your application form and the results from any tests which you took, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references before confirming your appointment.

6. If you fail to provide personal information

If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.

7. How we use particularly sensitive personal information

We will use your particularly sensitive personal information in the following ways:

• We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview.
• We will use information about your race, nationality or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

8. Information about criminal convictions

We do not envisage that we will process information about criminal convictions.

9. Data Security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained on request. We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

10. Data retention

How long will you use my information for?

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign. Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the campaign. Equal opportunities information is retained for 6 months following the closure of the campaign whether you are successful or not. If you are successful in your application, we will retain your information in accordance with our privacy policy for employees, workers and contractors. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our data retention policy and applicable laws and regulations. If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis. Please refer to our Data Retention Policy for further information regarding our data retention practices.

11. Rights of access, correction, erasure, and restriction

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

• Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
• Object to processing of your personal information 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. You also have the right to object where we are processing your personal information for direct marketing purposes (for example, email marketing or phone calls).
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
• Object to any automated decision-making about you which produces legal effects or otherwise significantly affects you.
• 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.

Please be aware that these rights are subject to certain conditions and exceptions as set out in UK data protection law. If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact recruitement@muranoconnect.com in writing and they will explain any conditions that may apply.

12. Data protection contact

Caroline Jones has been appointed to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact
hello@muranoconnect.com. Further guidance on your rights is available from the Information Commissioner’s Office (https://ico.org.uk/concerns/) if you believe that your data has been processed unlawfully.