Privacy Notice for Candidates

Applying for a job at KKI

In order to progress your application, for administrative purposes we will record, keep, and hold the personal data which you have provided in the online application form or via a third party supplier.

If your application is successful, we will hold this data as part of your employee record, and you will be provided with a copy of our Employee Privacy Notice. Your offer of employment will be subject to pre-employment screening via a third party service provider.

During the application process (and for each application you submit to us) we will request your consent to keep your information for additional 12 months in the event your application is unsuccessful. This is in case of a future vacancy which we may invite you to apply for. This consent is optional and does not have any impact on the application process.

If you apply via a recruitment agency, headhunter or other third party supplier, when your application concludes we will contact you via the third party that submitted your application to advise you of the outcome of your application. We will contact you either directly or via your recruitment agency to enquire if you would like to give your consent to hold your data on file for a 12 month period.

Expressing your interest for a career at KKI

If you can’t find any job vacancies of interest currently advertised on our website but would like to register your interest, we will store your profile in our Candidate Relationship Management (CRM) system to match it against future opportunities which may arise at KKI for a period of twelve months.  We will then request your consent to retain your information for a further twelve months.

We will proactively send you email notifications when opportunities arise.  You can unsubscribe from notifications at any time which will remove your profile from our system.

 

Recruitment Privacy Notice

1.     Data Controller and contact information

2.     Personal data we collect

3.     Purposes and legal basis

4.     Recipients of your personal data

5.     Transfers of personal data to third countries

6.     Data retention

7.     Data subject rights

8.     Changes to this privacy notice

 

1.    Controller and contact information

 

Kyowa Kirin International plc (‘KKI’, ‘we’ or ‘us’) is a “data controller” of the personal data that we hold about the candidate (or “you”). KKI has appointed a Data Protection Officer.

 

If you have any questions regarding our use of your data or to exercise your data subject rights, please contact our us at:

  • Kyowa Kirin International Ltd, Head Office, Galabank Business Park, Galashiels, TD1 1QH, United Kingdom and marking your query for the attention of The Data Protection Officer
  • Telephone: +44 1896 664 0000
  • Email: KKIDPOoffice@kyowakirin.com
  • You can also see our corporate Privacy Notice for further information on how we process your personal data.

     

    2.    Personal data we collect

     

    For the purposes of recruitment, we will be collecting personal data provided by your or your recruitment agency, such as:


  • Candidate CV;
  • Email;
  • Phone number; and
  • Home address, which is required at offer stage.
  •  

    Failure to provide this information will potentially exclude you from the process.

     

    3.    Purposes and legal basis

     

    We will keep, record, and hold the personal data which you have provided in the online application form or via a third-party supplier for the following purposes:

     

  • For our legitimate interest in using your information for administrative, accounting and reporting purposes, to protect our legal interests and to keep you updated on the status of your application.
  • For necessity to enter into a contract. This applies when the candidate is successful and we will enter into a contractual relationship.
  • We require your consent in order to retain your information for future opportunities.

  • In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes.

    If your application is successful, we may carry out a background check (including confirmation of the absence of a criminal record) where permitted by national law, for our legitimate interest to validate your claims and suitability for the role. In such cases, we will inform you in writing beforehand.

     

    4.    Recipients of your personal data

     

    Your data will not be disclosed to any third parties outside of our group of companies with the exception of the recruitment partners and technology providers supporting our recruitment process.

    If your application is successful, your offer of employment will be subject to pre-employment screening via a third party service provider.

     

    5.    Transfers of personal data to a third countries

     

    Your personal data may be stored outside of the EEA or the UK for the purposes of processing your application, for example, because some of our service providers that process data on our behalf are based in the USA.

     

    If we do process your personal information outside of the EEA or the UK, we will do so using one of the adequate safeguards permitted by regulators for transfers of personal data outside of the EEA. For example, we may use standard contractual clauses approved by regulators and additional safeguards such as encryption measures.

     

    6.    Data Retention

     

    We will hold your personal data on our systems for as long as is necessary to fulfil the purposes described in this notice.

     

    If your application is successful, we will hold this data as part of your employee record, and you will be provided with a copy of our Employee Privacy Notice.

    If you authorise us to keep your information for a longer period in the event that your application is unsuccessful, we will hold the application form and the data contained in it for twelve months.

    Four weeks before the end of the twelve months’ retention period, you will receive an email providing you with the option to consent to your data being held for a further twelve months.  If you select ‘Keep my Data’, your data will be held for a further twelve months. If you have submitted more than one application with us, you will receive an email for each application.

    If you select ‘Delete my Data’ or take no action before the end of the four week window, we will delete your application form, the data contained within it and any other personal data that you may have provided to us.

    Information obtained from background checks is only retained for 6 months.

     

    7.    Data subject rights

     

    You have a number of data subject rights which you can exercise, including the right of access, correction, restriction of processing, deletion, objection, portability or the right to withdraw your consent. You also have the right to lodge a complaint with the supervisory authority of your habitual residence. To exercise any of these rights, please contact us using the contact information set out in this notice above.

     

     

    8.    Changes to this privacy notice

     

    We may change this Privacy policy from time to time in response to technical, legal or business developments. You can check the "effective date" posted to see when the Privacy Notice was last updated.  If we make any material changes we will take appropriate measures to inform you according to applicable laws.

     

    This Privacy Notice was last updated on 8th February 2021


    Please see our corporate Privacy Notice for further information on how we process your personal data, including how we keep your personal data secure and your rights. If you have any questions about our use of your data, please contact us by email at KKIDPOoffice@kyowakirin.com.