Privacy Notice for ParentPay Prospective Employees
ParentPay (Holdings) Limited (“ParentPay Group”) through its subsidiaries ParentPay Limited, Nimbl Limited, Cypad Limited, Just Education Limited, Pair Solutions GmbH, EDV-Schaupp GmbH, MensaMax GmbH and Education Software Solutions Ltd (ESS), is engaged in the design, development, sales, marketing, supply, operation and maintenance of, in the case of ParentPay Limited (“PPL”) and Cypad Limited, Pair Solutions GmbH, EDV-Schaupp GmbH, MensaMax GmbH, Education Software Solutions Ltd, payment collection, payment processing, school meal management, parent communication and management information systems and services for the education market, in the case of Nimbl Limited, youth banking, payment and debit card issuing services, and, in the case of Just Education Limited, education recruitment services (together the “Group Products and Services”).
ParentPay Group is a Data Controller under the UK GDPR, which means it determines the purposes and means of the processing of personal data. This notice explains to ParentPay Group prospective employees ("you/your") how ParentPay Group ("we/us") processes your personal data. We use Pinpoint, an online software product provided by The Infuse Group Ltd (t/a Pinpoint Software), to assist with our recruitment process. We use Pinpoint to process personal information as a data processor on our behalf. Pinpoint is only entitled to process your personal data in accordance with our instructions.
As a prospective employee, you understand and acknowledge that we may collect, use and disclose your personal data in accordance with this Privacy Notice.
While this Notice is intended to describe the broadest range of our personal data processing activities, those processing activities may be more limited under certain circumstances.
This privacy notice covers:
· Why we use your personal data
· The legal basis for processing
· What personal data we use
· How we use your personal data
· Your rights under data protection legislation
· Sharing personal data with third parties
· How long we may keep your personal data
· Changes to our privacy notice
· Contact details for our Data Protection Officer
Why we use your personal data
We process your personal data for the following purposes:
· to comply with legislative requirements within employment law
· to process your payroll, expenses and tax deductions
· for the verification of your identity where required, including the Right to Work Laws
· to conduct appropriate background checks, including basic disclosures and reference checks
· for the prevention and detection of crime, fraud and anti-money laundering
If we plan to introduce further processes for the use of your information, we will provide information about that purpose prior to such processing.
The legal basis for processing
Under Data Protection Law, there are various grounds which are considered to be a ‘legal basis for processing’.
Our primary legal basis for processing your information in relation to your application for employment with ParentPay Group is:
‘processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract’.
Data relating to your health is known as Special Category Data, and we must satisfy an additional condition before processing it. Where we process your health data for the purposes of making reasonable adjustments, we do so because:
‘processing is necessary for compliance with a legal obligation to which the controller is subject’, namely the Equality Act 20210; and
‘processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment law’.
We process information about applicant criminal convictions and offences via the mechanism of a DBS check. The lawful basis we rely upon to process this data is:
‘processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party’, the legitimate interest being the safeguarding of sensitive data relating to children.
It should be noted that in some circumstances this legal basis may vary, however, we will only process data with a fair and reasonable legal basis for doing so.
What personal data we process
In order to carry out these services, we collect and process the following information:
· Email Address
· Telephone Number
· IP address
· Right to Work status
· Notice Period
· Current Salary Range
· Desired Salary Range
· Presence of Accessibility Requirements
· Sex (Optional)
· Gender Identity (Optional)
· Ethnicity (Optional)
· Sexual Orientation (Optional)
· Religion (Optional)
· Marital Status (Optional)
· Age (Optional)
· Presence of Disability (Optional)
· Approximate location
· Browser Type and Version
· Web Usage and Analytics
Pinpoint provides us with the facility to link the data you provide to us with other publicly available information about you that you have published on the Internet – this may include sources such as LinkedIn and other social media profiles.
Pinpoint’s technology enables us to search various databases, which may include your personal data, to find possible candidates to fill our job openings. Where we find you in this way we will obtain your personal data from these sources, and our lawful basis for doing so is to meet our legitimate interest in the recruitment of staff for our business.
How we process your personal data
We use information held about you in the following ways:
· To consider your application in respect of a role for which you have applied.
· To consider your application in respect of other roles.
· To communicate with you in respect of the recruitment process.
· To enhance any information that we receive from you with information obtained from third party data providers.
· To find appropriate candidates to fill our job openings.
· To help Pinpoint improve their services.
We may leverage Pinpoint’s technology to help us select appropriate candidates for us to consider based on criteria we have identified. The process of finding suitable candidates is automatic, however, any decision as to who we will engage to fill the job opening will be made by our team. your personal data, and some of our employees have access to such information, only to the extent required to carry out the purposes described within this notice.
Where you have been unsuccessful in your application but we consider other roles may be suitable for you, we will add you to our Talent Pipeline if you have not already done so yourself through the Pinpoint platform. This ensures we can meet our legitimate interest in sourcing the best candidates for future roles. If you do not wish to be added to the Talent Pipeline you can email firstname.lastname@example.org and request that your name is added to a suppression list. This will not affect any future applications you may choose to make, but will ensure that you are not proactively contacted by ParentPay Group.
Your rights under Data Protection Law
Right to Access
You have the right of access to your personal data that we process and details about that processing.
You can raise a Data Subject Access Request (DSAR) to receive this information.
Right to Rectification
You have the right to request that information is corrected if it’s inaccurate.
You can contact us to make the changes on your behalf.
Right to Erasure (Right to be Forgotten)
You have the right to request that your information is removed; depending on the circumstances, we may or may not be obliged to action this request.
Right to Object
You have the right to object to the processing of your information; depending on the circumstances, we may or may not be obliged to action this request.
Right to Restriction of Processing
You have the right to request that we restrict the extent of our processing activities; depending on the circumstances, we may or may not be obliged to action this request.
Right to lodge a complaint with a supervisory authority
If you would like to exercise any of those rights, please either:
- utilise the Manage Your Data tool provided or
- contact us by sending an e-mail to email@example.com. stating clearly in the subject that your request concerns a privacy matter and provide a clear description of your requirements.
Note: We may need to request additional information to verify your identity before we action your request.
If you feel that your concerns have not been addressed, you have the right to lodge a complaint with the relevant supervisory authority; in the United Kingdom this is the Information Commissioner’s Office. You can, however, lodge your complaint in the country where you live, your place of work or place where you believe we infringed your right(s).
Sharing personal data with third parties
As above, we use Pinpoint, an online software product provided by The Infuse Group Ltd (t/a Pinpoint Software), to assist with our recruitment process. We use Pinpoint to process personal information as a data processor on our behalf. Pinpoint is subject to appropriate safeguards, operating in accordance with our specific instructions and limitations.
If we need to change or add additional third parties, we will always update our Privacy Notice accordingly.
We will only disclose your information to other parties in the following limited circumstances
· where we are legally obliged to do so, e.g. to law enforcement and regulatory authorities
· where there is a duty to disclose in the public interest
· where disclosure is necessary to meet a legitimate interest e.g. to prevent or detect crime and fraud
· where you give us permission to do so e.g. by providing consent via an online application or consent form
Where we store your personal data
The data that we collect from you and process using Pinpoint’s Services will be transferred to and stored at one of several datacentre locations in Amsterdam (Netherlands) and may be synchronised to one of several datacentre locations in London (United Kingdom) for backup and redundancy purposes. By submitting your personal data, you agree to this transfer, storing or processing.
How long we may keep your personal data
We retain all candidate data for a period of 12 months from the time of application. Your personal information will be deleted at that point, or on one of the following occurrences:
· Receipt of a written request by you to us.
Changes to our Privacy Notice
This policy will be reviewed regularly and updated versions will be posted on our websites.
Contact details for our Data Protection Officer
We have appointed a Data Protection Officer (DPO); their contact details are as follows:
Data Protection Officer, ParentPay, Ricoh Arena, Phoenix Way, Coventry, CV6 6GE, United Kingdom