Questionmark recruitment privacy notice

Last updated: 14 March 2018

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, Questionmark Computing Limited 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, 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 will 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 organizational 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 done 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 and Europe and sometimes in other countries outside the European Economic Area (EEA). We ensure that any personal data that originates within the EEA that is transferred to or accessed from outside of the EEA is passed via an acceptable mechanism under European data protection law, 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.

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 privacy@questionmark.com. 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 privacy@questionmark.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 privacy@questionmark.com. 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, 5 Nutmeg Drive, Suite 330, Trumbull, CT 06611, USA. If you are applying for a job opening outside the USA, then the data controller for your personal data is Questionmark Computing Limited, 30 Coleman Street, London EC2R 5AL, UK.

If you have any concerns under European data protection law, Questionmark Computing Limited is the European Union representative of Questionmark Corporation; and the Data Protection Officer for both Questionmark companies is John Kleeman, and you can reach him via privacy@questionmark.com or by post at Data Protection Officer, Questionmark Computing Limited, 30 Coleman Street, London EC2R 5AL or by telephone at +44 20 7263 7575. 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, you may raise a complaint with them at https://ico.org.uk.