Privacy Policy

Why have you been given this privacy notice

Artec Fire is a ‘data controller’, which means we are responsible for how we process your personal data during the recruitment process. This notice explains how we collect, use, store, transfer, and protect your personal data, and outlines your rights in relation to that data. It is important that you read this notice so that you understand how and why we process your personal data.

2. What are our obligations when processing your personal data?

We are required by law to ensure that when processing any of your personal data, it is:

• Used lawfully, fairly, and in a transparent way.
• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept only as long as necessary for the purposes communicated to you.
• Kept securely.

3. What personal data do we collect?

To process your job application, we may collect:

• Your name, address and contact details.
• Information about your entitlement to work in the UK.
• Details of your qualifications, skills, experience, and employment history.
• Information relating to recruitment assessments, interviews, references, or pre-employment checks.
• Information about your current remuneration and benefits where relevant

We may also collect, store, and use the following special categories of personal data:

• Equal opportunities monitoring information.
• Information about a disability where reasonable adjustments may be required during the recruitment process.

We also use cookies on our website, including Google Analytics cookies, to help us understand how visitors use our site and improve its performance. These cookies are non-essential and will only be set with your consent. You can manage or update your cookie preferences at any time using the cookie settings available on our website.

4. How do we collect your personal data?

We may collect your personal data from a range of sources, including your application form, CV, and information provided during interviews or assessments, identity documents such as your passport or right-to-work documentation, Disclosure and Barring Service checks where applicable, your named referees, and pre-employment assessment providers.

5. How will we use your personal data?

We process your personal data to manage the recruitment process and assess your suitability for the role. This may include reviewing applications, conducting interviews, verifying your right to work in the UK, carrying out background checks where required, and arranging recruitment assessments.

We will process your personal data only where we have a lawful basis to do so, including where processing is necessary to take steps before entering into a contract with you, to comply with legal obligations, or where it is in our legitimate interests to assess candidates and manage recruitment activities.

6. How we use your sensitive personal information?

Certain information, such as health or equal opportunities data, is classified as special category data under UK data protection legislation. We will only process this information where permitted by law, for example to make reasonable adjustments during the recruitment process, to comply with employment or health and safety obligations, or for equal opportunities monitoring.

In most cases we do not require your consent to process this information where it is necessary to meet legal obligations or otherwise permitted by law. However, in limited circumstances we may request your consent, for example before requesting a medical report. Any consent provided is voluntary and may be withdrawn at any time.

Access to special category data will be restricted and treated with strict confidentiality.

7. Criminal convictions and automated decision-making

Where appropriate for the role, we may request information about criminal convictions as part of pre-employment checks. You will not normally be subject to automated decision-making during the recruitment process.

8. Sharing your personal data with third parties

We may share your personal data with third parties where necessary to process your application, including referees, background check providers, and pre-employment assessment services. All third-party providers are required to process your personal data only in accordance with our instructions and to apply appropriate security measures.

9. Data security

We take the security of your personal data seriously and have implemented appropriate technical and organisational measures to prevent unauthorised access, loss, misuse, or disclosure. Further information about these measures can be obtained from the Directors upon request.

10. How long we keep your personal data

We retain applicant data for six months after we communicate our recruitment decision. This allows us to demonstrate that the recruitment process was conducted fairly and without discrimination and to respond to any potential legal claims.

After this period, personal data will be securely deleted in accordance with our retention policies, unless you consent to us retaining your details for future opportunities.

11. Your data protection rights

Under UK data protection law, you have certain rights in relation to your personal data, subject to legal limitations. These include the right to request access to the personal data we hold about you, request correction of inaccurate or incomplete information, request erasure of your data where there is no lawful basis for its continued processing, object to certain types of processing, request restriction of processing, and request the transfer of your personal data to another party where applicable.

You also have the right to withdraw consent where processing is based on your consent. If you wish to exercise any of these rights, please contact the Directors. We may request additional information to verify your identity and will respond in accordance with applicable legal timeframes.

12. Changes to this privacy notice

We may update this privacy notice from time to time and will provide you with an updated version where necessary.

13. How to make a complaint

To exercise all relevant rights, queries, or complaints, please contact the Directors in the first instance. If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioner’s Office on 0303 123 1113 or via email at https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.