Forward Clinical Ltd (Pando) collects and processes personal data when you apply for a career with us.
We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.
Data Protection Officer
We have a designated Data Protection Officer (DPO) who provides advice and guidance around our data protection obligations. Generally, questions you may have around privacy should be sent first to firstname.lastname@example.org You can also write to DPO at Pando, 300 St John Street, 1st Floor, London, EC1V 4PA.
What information do we collect?
Our online recruiting system collects details about you to aid in the hiring process. Information we collect may include:
- Your name
- Your email address, mailing address, and primary phone number
- The name and address of your current employer
- Names, contact information, and addresses for previous employers
- Information about your level of work experience and level of education
- The type of job you are looking for, desired salary, and data of availability
- Whether you are available for relocation if hired
- Whether you are legally allowed to work in a country without sponsorship
- How you heard about the open position
- Your prior history, if any, of applying and/or interviewing positions at Pando
- Additional questions specific to the requisition.
We may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, your social media profiles, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests or psychometrics.
If we offer you a position, we have a legitimate interest to collect personal data about you from third parties, such as references supplied by former employers and information from employment background check providers where necessary. We will seek information from third parties only at the point a job offer has been made to you and we will confirm that we are doing so.
Why do we process your personal data?
We use your personal information to determine your eligibility for specific career positions, for related positions, to notify you of future job openings and hiring events, and to communicate with you through the hiring process. We may need your personal data to ensure compliance with our legal obligations. For example, we may be required to check a successful applicant’s eligibility to work in the UK before employment starts. We have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.
We may process information about whether applicants are disabled to make reasonable adjustments for candidates who have a disability. This is to carry out our obligations and exercise specific rights in relation to employment.
If you accept a position with us, we may perform a background check that includes seeking information on criminal convictions and offences. We have a legitimate interest in using this information to comply with contracts with our customers and for confirming your suitability to the position.
We will not use your data for any purpose other than the recruitment exercise for which you have applied.
Where we rely on legitimate interests as a reason for processing your data, we considered whether those interests are overridden by the rights and freedoms of you and other workers and have concluded that they are not.
Who has access to your data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.
We also contract with third-parties (“Data Processors”) to manage your personal information. We only use third-parties who will process strictly according to our instructions and in a manner that secures the confidentiality, integrity and availability your personal data. We are responsible for any data that is transferred to third parties.
Your personal information may be transferred out of your home country. For example, we store all recruiting-related personal information in the United States. Data is transferred outside the EEA on the basis of declaration of adequacy, or other safeguards (e.g., the Standard Contractual Clauses or EU-US Privacy Shield Certification). You may request more details about those safeguards by sending an email to email@example.com
We may share your personal information with law enforcement authorities, government authorities, or other third parties as necessary to comply with legal processes or to meet national security requirements; protect the rights, property, or safety of Pando, its business partners, you, or others; or as otherwise required by applicable law.
How does Pando protect your data?
We have internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.
Where we engage third parties, they process your data based on written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
You may request more details about those safeguards by sending an email to firstname.lastname@example.org
How long does Pando keep your data?
We will delete your personal information after one year of inactivity on your account (e.g., you have not contacted us, or we have not contacted you about a specific career opportunity).
You have several privacy rights. You can:
- access and obtain a copy of your data within one month of receipt of a written request and free of charge;
- require us to change incorrect or incomplete data;
- require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
- object to the processing of your data where Pando is relying on its legitimate interests as the legal ground for processing; and
- ask Pando to stop processing data for a period if data is inaccurate, processing is found to be unlawful and you object to your data being deleted, your data is no longer needed for processing or there is a dispute about whether or not your interests Pando’s legitimate grounds for processing data.
- provide a copy of your data to you in an industry-standard format.
- If you would like to exercise any of these rights, or if you have any questions or issues, please contact email@example.com
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.
Career-related decisions are not based solely on automated decision-making.
If you believe we have not complied with your data protection rights, please contact firstname.lastname@example.org or write to DPO at 300 St John Street, 1st Floor, London, EC1V 4PA.
If the DPO is not able to provide a satisfactory response, you may escalate to:
The Information Commissioner’s Office, Water Lane, Wycliffe House, Wilmslow – Cheshire SK9 5AF
Phone: +44 1625 545 745