Candidate Privacy Notice
Our Contact Details
Name: Optix Software Ltd
Address: Poppleton House, Rose Avenue, York, YO26 6RU
Phone Number: 01904 606606
Optix Software Ltd are registered with the Information Commissioner’s Office as a data Controller, registration number ZB028970.
This notice provides detailed information on when and why we collect your personal information, how we use it and the very limited conditions under which we may disclose it to others.
Your privacy matters to us and we are committed to the highest data privacy standards, confidentiality and adherence with the Data Protection Act 2018 and UK GDPR.
The Type of Personal Information We Collect
We currently collect and process the following information:
• Your name, address, and contact details.
• If you contact us, we may keep a record of the correspondence.
• Information provided when you apply for a role with us. This includes external job boards, email, in person during interviews or any other method.
• Details of your employment history, qualifications, and skills.
• Information about your right to work in the UK.
• A record of your application will be stored along with the stage progressed to via the hiring
How We Get The Personal Information And Why We Have It
Most of the personal information we process is provided to us directly by you for one of the following reasons:
• Applying for a live vacancy or showing an interest in working at Optix.
We use the information that you have given us in order to:
• Consider and process your application in respect of the role you have applied for or other roles.
• To communicate with you throughout the recruitment process.
• To carry out pre-employment checks, where appropriate.
• To keep records of our recruitment process.
• To comply with legal/ regulatory requirements.
We may share this information internally with HR and management involved in the recruitment process. Optix will not share your data with third parties unless your application is successful, and we make a formal offer of employment. We will then share your data with former employers to obtain references. We will not transfer your data outside the UK/EEA.
Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing this information is for the performance of a contract in which you are a party or in order to take steps at your request prior to entering into a contract.
How We Store Your Personal Information
Your information is securely stored.
We keep unsuccessful application details for 9 months after the end of the recruitment process. We will then delete your data from our records.
We keep successful application details for the duration of your employment and 6 years following the end of your employment at Optix. We will then delete your data from our records.
Your Data Protection Rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at firstname.lastname@example.org if you wish to make a request.
How To Complain
If you have any concerns about our use of your personal information, you can make a complaint to us at email@example.com.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO Website: https://www.ico.org.uk