Privacy Policy

Privacy Policy

How we use your personal information

This privacy notice is to let you know how Equator and 999 promise to look after your personal information. This includes what you tell us about yourself and what we learn through the recruitment process.  This notice also tells you about your privacy rights and how the law protects you.

Equator and 999 Design

Equator is the parent company of 999.

You may be applying for or accessing this site in relation to a role with either Equator or 999. The company who is advertising the role is the ‘Data Controller’ in respect of the information collected about you whilst accessing this site, and during the recruitment and on boarding process.

Equator’s details are as follows:

Equator (Scotland) Limited (Equator) are a limited company, registered in Scotland under company number SC198148 and have our registered address at 58 Elliot Street, Glasgow, Scotland, G3 8DZ. You can find more information about us here.

999 Design Limited (999) are a limited company, registered in Scotland under company number SC078886 and have our registered address at 28 Elliot Street, Glasgow, Scotland, G3 8DZ. You can find more information about us here.

If you have any questions, or want more details about how we use your personal information, you can contact us at gdpr@eqtr.com  

How we use your information

Data Protection law says that we are allowed to use personal information only if we have a proper reason to do so. This includes sharing it outside of Equator / 999. The law says we must have one or more of these reasons:

• To fulfil your contract of employment or another contract we have with you, or
• When it is our legal duty, or
• When it is in our legitimate interest, or
• When you consent to it.

A legitimate interest is when we have a business or commercial reason to use your information. Even then, it must not unfairly go against your rights. Examples of legitimate Interests are detailed in the table below.

The law and other regulations treat some types of sensitive personal information as special. This includes information about racial or ethnic origin, sexual orientation, religious beliefs, trade union membership, health data, and criminal records. We will not collect or use these types of data without your consent unless the law allows us to do so. If we do, it will only be when it is necessary:

• For reasons of substantial public interest, or
• For employment purposes, or
• For the detection and prevention of fraud and crime, or
• To establish, exercise or defend legal claims.

Here is a list of all the ways that we may use your personal information, and which of the reasons we rely on to do so. This is also where we tell you what our legitimate interests are, when that is one of the reasons.

Our reason	What we do
To enable the creation of accounts	Provide access to the Talent Hub Platform Reset password information when requested by users
To assess your suitability in relation to, enter into, and fulfil a contract of employment	Manage recruitment processes Manage shortlisting Obtain references and vetting
To fulfil another contract we have with you if your application is successful	Inform colleagues about our benefits Provide employment offer letters
Our Legal duty	Ensure rights to work Comply with legal obligations and regulation Provide information to regulators, courts or government bodies
Our legitimate interests	What we do	Explanation of interest:
	Retain copies of the application Ensuring security of premises, data and technology Address complaints and queries Market research purposes Monitor diversity and equality using your gender, nationality, sexual orientation, disability and other information Production of management information for data analysis Ensure equality in our selection processes using social background information	To comply with rules and regulations that apply to us To protect our staff, customers and property from inappropriate access, damage, crime or fraud To manage our staff as efficiently as possible To communicate with you and comply with your instructions To run our business in an efficient and proper way. This includes managing our financial position, business capability, planning, adding and testing systems and processes, managing communications, corporate governance, and audit.
Consent	When we rely on consent to process your information, we will tell you when we obtain your consent.
For processing special categories of personal data
Substantial public interest	Monitor and manage diversity and equality by using racial, ethnic origin, religion, health and sexual orientation data
For employment purposes	To make adjustments to accommodate health requirements
For the prevention and detection of fraud and crime	Use criminal records data to help detect, prevent and prosecute unlawful acts and fraudulent behaviour
Legal claims	Use any special categories of data as needed to establish, exercise or defend legal claims
Consent	When we rely on consent to process your information, we will tell you when we obtain your consent.

 

Groups of personal information

We use many different kinds of personal information, and group them together like this.

Type of personal information	Description
Financial	Details about your salary, bonus, pension and other benefits.
Contact	Where you live and how to contact you.
Professional	This includes details about your work or profession, education, skills, languages and qualifications.
Transactional	Details about bank accounts, salary, pension and tax payments.
Contractual	Details about performance of your employment contract.
Behavioural	Details about how you act in the workplace, including the results of any technical, behavioural and/or psychometric tests and assessments and details of performance-related and disciplinary action.
Technical	Details on the devices and technology you use.
Communications	What we learn about you from letters, emails, and conversations between us.
Social Relationships	Contact details of emergency contacts, next of kin and the beneficiaries of any occupational pension or insurance schemes.
Open Data and Public Records	Details about you that are in public records such as registers of bankruptcies, births, or public offices held, or information that is in the public domain, including on social networks.
Usage Data	Other data about how you use our systems and benefits you choose.
Documentary Data	Details stored in documents in different formats, or copies of them. For example your passport, drivers’ licence, or birth certificate.
Gender	Information relating to your gender.
Social Background	This includes details about your eligibility for educational financial support and family educational history.
Special categories of personal data	Information about: Racial or ethnic origin Religious, philosophical and political beliefs Sexual orientation Health data Criminal records of convictions and offences.
Consents	Any permissions, consents, or preferences that you give us.
National Identifier	A number or code given to you by a government to identify who you are, such as a National Insurance or a Social Security number.

Where we get data from

Data you give to us:

• When you apply for a role, or complete on boarding literature
• When you talk to us during the recruitment process, or correspond with us by post, phone, email or otherwise
• When you use our systems, tools and websites
• When a third party agency, i.e. external recruitment agency, applies for a role on your behalf

 

 

Who we receive / share your personal information from /with

Equator and 999 may receive and share your personal information from / with each other and these organisations:

• Recruitment agencies
• HMRC and other tax authorities
• Disclosure & Barring Service, Disclosure Scotland, or Access NI for individuals located in Northern Ireland and relevant International governing body for individuals that have been resident outside of the UK within the last 18 months.
• Home Office and other government bodies
• Your previous employers or referees
• Law enforcement agencies
• Vetting agencies
• Pension and life assurance providers/trustees.

Criminal Records Checks

In respect of senior and financial roles with both Equator and 999 we may carry out a criminal record check as part of our pre-employment screening process. The Disclosure and Barring Service, Disclosure Scotland or Access NI and other relevant International governing body will refer the details provided on your application form to government and law enforcement bodies in accordance with any relevant legislation. The details provided to these bodies will be used for identifying possible matches to records held by them. Where such a match is established, data may be released to the Disclosure and Barring Service, Disclosure Scotland or Access NI and other relevant International governing body for inclusion on any certificate issued. The details provided on this form may be used to update the records held by the bodies specified above. The details provided on this application form may be used to verify your identity for authentication purposes.

Equator and 999 are required by the Disclosure and Barring Service, Disclosure Scotland or Access NI and other relevant International governing body Codes of Practice to treat all applicants who have a criminal record fairly and not discriminate because of a conviction or other information revealed.

How we use your information to make automated decisions

When you apply for a position, we may use automated processes to assess your suitability for the role. These automated measures are tested regularly to make sure they are fair and unbiased.

Your rights

As a person you have rights over automated decisions made in relation to you. In particular:

• You can ask that we do not make our decision based on the automated score alone.
• You can object to an automated decision, and ask that a person reviews it.

If you want to know more about these rights, please contact us by email at gdpr@eqtr.com.

 

Sending data outside of the EEA

We will only send your data outside of the European Economic Area (‘EEA’) to:

• Follow your instructions
• Comply with a legal duty
• Work with our suppliers, agents and advisers who we use to help manage your recruitment, employment and benefits

If we do transfer information to our agents or advisers outside of the UK and EEA, we will make sure that it is protected in the same way as if it was being used in the UK and EEA. We’ll use one of these safeguards:

• Transfer it to a non-EEA country with privacy laws that give the same protection as the UK and EEA. Learn more on the European Commission Justice website.
• Put in place a contract with the recipient that means they must protect it to the same standards as the UK and EEA. Read more about this here on the European Commission Justice website.

How long we keep your personal information

We will keep your personal information for the duration of the recruitment process and we may keep your data for up to 6 months from the date of receipt for one of these reasons: 

• To respond to any questions or complaints
• To show that we treated you fairly
• To maintain records according to rules that apply to us.

We may keep your data for longer than 6 months if we cannot delete it for legal, regulatory or technical reasons. We may also keep it for research or statistical purposes. If we do, we will make sure that your privacy is protected and only use it for those purposes.

If your application is successful, you will receive the Colleague Data Privacy Notice describing how we will process your data, including retention periods.

How to get a copy of your personal information, update your information or object to us using it

You have the right of access to your personal data. You also have the right to transfer some information to other organisations. For more details on how to request a copy of your information please contact gdpr@eqtr.com.

We take measures to ensure that the information we process is accurate and proportionate, if you want to update the information we hold or want to object to our use of your personal information please contact gdpr@eqtr.com.

How to withdraw your consent 

You can withdraw your consent at any time. Please contact us at gdpr@eqtr.com if you want to do so.

How to contact us for more information 

Please let us know if you want more information about the way we use your personal information.

You can contact the Equator / 999 Data Privacy Manager at gdpr@eqtr.com.

You also have the right to complain to the Information Commissioner’s Office. Find out on their website how to report a concern at ico.org.uk/concerns

We keep our privacy notice under regular review and we will reflect any updates within this notice. This privacy notice was last updated on 21 November 2022.