Questionmark is committed to protecting the privacy of personal data provided to us in recruitment processes. We believe it’s important that you understand how your personal data will be used, and your rights. This is a notice of privacy practices, not a contract or agreement.
This privacy notice sets out how Questionmark processes personal data provided to us when considering applicants for employment or contracting. It applies to recruitment by all companies in the Questionmark group that engage employees and contractors, Questionmark Computing Limited, Questionmark GmbH and Questionmark Corporation. Different policies apply for Questionmark’s processing of personal data provided to us for other purposes. For Questionmark’s general privacy notice aimed at customers and website users, see www.questionmark.com/privacy.
Questionmark has legitimate interests in processing personal data of applicants to make recruitment decisions, which we balance against applicants’ interests and rights to privacy. Questionmark will always process your personal data in accordance with applicable laws. You should read this privacy notice carefully and contact us with any questions before providing us with personal data.
Information we may collect from you during the application process
During the application process, we will request various information including personal details, contact information, qualifications, and experience and may conduct interviews and engage in correspondence with you. In some Questionmark teams, we use assessments to help determine job fit, in which case we will ask you to take such assessments.
You don’t have to provide what we ask for, but it might affect your application in some jurisdictions if you don’t.
Information we may collect after making a job offer to you
If we make an offer of employment or contracting, we will ask you for information so that we can carry out pre-engagement checks. These pre-engagement checks vary by jurisdiction but may include references from prior employers, identity confirmation, proof of right to work in the jurisdiction you are being engaged in, and criminal or other background checks. We use third-party processors to do such checks, consistent with applicable laws. We will treat such information with care and delete the results of background checks after reviewing them. You do not have to agree to these checks but in most jurisdictions, it’s likely that your offer of employment or contracting will be conditional on them.
How we store and use your personal data
Questionmark takes security seriously and we have in place appropriate technical and organisational measures to protect the security of personal data we process, including that of recruitment applicants. Our information security management system is certified under ISO 27001. Please be aware that due to the inherent nature of the internet, there is no guarantee that emails are secure and all emails and internet transmissions are sent at the user’s own risk.
Questionmark is an international company and any information you share with us will be processed internationally including in the US, Europe/UK and Australia and sometimes in other countries outside the European Economic Area (EEA). We ensure that any personal data originating within the EEA/UK that is transferred to or accessed from outside of the EEA/UK is processed via an acceptable mechanism under European data protection law/UK GDPR, usually by having appropriate contractual clauses in place with those we pass it to, to ensure a comparable level of protection for your personal data. We can share copies of these clauses on request.
Due to shared systems and personnel, personal data processed during recruitment processes may be shared with or accessible to affiliated entities under common ownership.
We will use the contact details you provide to us to contact you to progress your application. We use your personal data for purposes of our legitimate interests in relation to considering you for a position, including:
- evaluating your suitability for the role you have applied for;
- HR recruitment recordkeeping;
- ensuring compliance with applicable laws;
- and conducting pre-engagement and background checks, as described above.
The information you provide during the process will only be used for the purpose of reviewing your application, considering you for another job role, or to fulfil legal or regulatory requirements if necessary.
Use of third parties
We use third-party processors to record information during the recruitment process. Third parties are required to keep your data confidential. We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes.
We may also share personal data in response to a subpoena, court order, or legal process, to the extent permitted and required by law; to protect your security or the security of other persons including for national security or law enforcement purposes, consistent with applicable law; or in connection with a sale, joint venture or other transfer of some or all of the assets of Questionmark companies, provided that the acquirer commits to using personal information in a manner consistent with applicable law.
From time to time, we also work with recruitment agents, who operate under their own terms of service. If you are submitting an application via a recruitment agent, please also check their privacy notice as we do not necessarily control what they do with your personal data or how long they keep it. Processing of your personal data by a recruitment agent is outside the scope of this privacy notice.
Retention of data
Questionmark will only retain your personal data for as long as is necessary to fulfil the purposes for which it was collected, or as required or permitted by applicable law.
If you apply for a position but we do not take you on as an employee or contractor, we keep the personal information you provide us as part of your application for a period of around two years, in case it is needed for legal purposes or in case we want to re-approach you or you re-apply.
If you join us as an employee or contractor, we keep information gathered during the recruitment process indefinitely while you remain engaged by us. When you join, or before if you request it, we will share with you our employee privacy notice which explains how we handle your personal data as a Questionmark employee or contractor and after you leave.
If you want us to delete your personal data at any time, please request this to your HR contact or by email to firstname.lastname@example.org. We will delete data received from applicants who we do not hire when requested, unless there is a legal requirement to maintain it.
Seeing the data we hold about you
If you want to see a copy of the data we hold about you, we will share it subject to any legal restraints. Please make such requests to your HR contact or by email to email@example.com.
If you consider that any data held about you is inaccurate, you can use the same procedure to request us to rectify it.
Automatic decision making
Questionmark does not use automatic decision making in our recruitment process. All decisions on whether to take forward applicants to the next level of the process are made by people.
Changes to our privacy approach
We from time to time update our privacy approach for recruitment to ensure we stay up to date with legal requirements and good practice. We will post any updated notice on our website at the same URL as this notice.
Questions or complaints
If you have any questions about our approach to handling your personal data, please raise it with your Questionmark HR contact. If you have any questions beyond this or wish to raise a complaint, please reach out to us at firstname.lastname@example.org. When contacting us with any questions related to personal data, we will take reasonable steps to verify your identity before responding, which may include asking for proof of identification.
If you are applying for one of our job openings in the USA, then the data controller for your personal data is Questionmark Corporation, 333 W 39th Street, Suite 1003, New York, NY 10018, USA. If you are applying for a job opening in the United Kingdom, then the data controller for your personal data is Questionmark Computing Limited, New Kings Beam House, 22 Upper Ground, South Bank, London SE1 9PD, UK. If you are applying for a job opening in Germany, then the data controller for your personnel data is Questionmark GmbH, Hopfenstr. 8, 80335, Munich, Germany.
If you have any concerns under European data protection law, Questionmark GmbH is the European Union representative of Questionmark Computing Limited and Questionmark Corporation. Questionmark has two appointed Data Protection Officers: Christian Röwenstrunk for Questionmark GmbH and Jamie Armstrong for Questionmark Computing Limited and Questionmark Corporation. You can reach them both via email at email@example.com or by post at a) Data Protection Officer, c/o Questionmark GmbH, Hopfenstr. 8, 80335, Munich, Germany. Questionmark GmbH is regulated by the Bayerische Landesamt fur Datenschutzaufsicht (BayLDA) and if you are not satisfied by Questionmark responses to your requests, and you are covered under European data protection law, you may raise a complaint with them at https://www.lda.bayern.de; b) Data Protection Officer, c/o Questionmark Computing Limited, New Kings Beam House, 22 Upper Ground, South Bank, London SE1 9PD, United Kingdom or by telephone at +4420 7561 5355. Questionmark Computing Limited is regulated by the UK Information Commissioner’s Office and if you are not satisfied by Questionmark’s responses to your request and you are covered under the UK GDPR, you may raise a complaint with them at https://ico.org.uk.