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Ultima Job Candidate Privacy Notice

This Job Candidate Privacy Notice regulates the use by Ultima Business Solutions Limited (“Ultima”, “Our”, “Us”, “We”) of “personal data” that a Data Subject (“You”) provide to Ultima as a job candidate when pursuing or potentially pursuing and employment opportunity with Ultima.

Purpose and Scope of this Job Candidate Notice

If you are seeking employment opportunities with Ultima, the you will need to provide personal data to Ultima. This Privacy Notice applies to all personal data that you provide to us which may include, but may not be limited to:

  • name
  • address
  • email address
  • date of birth
  • telephone numbers
  • passport number
  • photographic identification
  • citizenship details
  • immigration status
  • Right to Work details
  • educational history
  • past work experience
  • academic qualification
  • professional qualifications
  • novation qualifications
  • criminal background information
  • Curriculum Vitae/Resume (collectively “CV”)
  • and/or other information necessary to assess and process your job application.

Ultima is committed to protecting personal data of candidates that apply for a job with us. Ultima is also committed to upholding the rights of data subjects under applicable data protection laws. The personal data that you provide to us will be treated in accordance with the provisions set out in this Job Candidate Notice and the Ultima Privacy Policy Statement which may be found here.

For queries concerning data protection matters at Ultima, please contact Ultima’s Data Protection Officer at the address featured at the bottom of this page.

Sensitive information

Ultima does not require you to provide any of the following information as part of your job application: age, gender, sex, orientation, height, weight, political beliefs, religion, financial information/history. Job candidates who are successful in being offered a position of employment with Ultima may be required to provide evidence of financial position/history and/or may be asked to consent to financial checks and/or criminal records checks being performed.  A positive outcome of such checks may be a prerequisite of a formal offer of employment.

Use of your personal data

Ultima may use the information that you provide in order:

  • to assess your potential suitability to the role for which you are applying;
  • arrange and conduct telephone interviews;
  • arrange and conduct face-to-face interviews;
  • assess interview results;
  • arrange psychometric testing;
  • perform relevant administration functions. 

Ultima may also store a copy of your personal data in relevant databases or other suitable storage containers.

Disclosure or sharing your personal data

Unless you consent, or if required by law, Ultima only shares your personal data with business partners or service providers necessary to verify information that you have provided or otherwise seek further information from them as a means to support your job application. In such cases, Ultima will only transfer the minimum amount of information necessary to process such requirements.

Where we store your personal data

Ultima may process and store personal data, that you provide to us, on our internal and external third party hosted systems. Personal data that you provide to us shall be stored on systems with technical and organisational security measures and controls that strengthen data security. We will only store personal data for as long as necessary for Ultima to process such personal data, or for as long as required prudent to applicable records retention obligations. If the personal information you provide is inaccurate or becomes out of date, then you must inform us, and we will update our records.

Third party job sites

Ultima advertises employment opportunities on third party job sites and other recruitment channels. If you apply for an employment opportunity through a third-party job site and other recruitment channel, then that organisations Privacy Policy/Notice shall apply. Such third-party job site and other recruitment channel will either pass on relevant personal data to Ultima or will redirect you to Ultima’s job site. If you do not consent to the Privacy Policy/Notice terms of such relevant third-party job site or other recruitment channel, then that recruitment service may not disclose your relevant personal data to Ultima.

Complaints

If you are not happy with the way in which your personal data is held or processed by us then we request that you notify our Data Protection Officer, at the contact details set out below, so that we may address your concerns swiftly. You have the right to raise a complaint with the ICO directly.

Ultima Data Protection Officer

Data Protection Officer
Ultima Business Solutions Limited 
Gainsborough House
Manor Park 
Basingstoke Road
Reading
Berkshire
RG2 0NA

Or email DPO@Ultima.com