GDPR for Careers
Candidate Privacy Notice
WiRE is the data controller for the information you provide during the process unless otherwise stated. If you have any questions or concerns about the process or handling of your information, please contact us at (+357) 22 22 25 50.
What we do with your information: We will only use your information as necessary for purposes of progressing your application in order to enter into a contract with you or to comply with legal and regulatory requirements.
We will not share any of the information you provide with any third parties other than our data processors. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
Only authorized WiRE personnel and approved third party providers are given access to your personal data and they are required to treat this as confidential information. Our HR and Recruitment systems are protected to ensure that unauthorised or unlawful processing of personal data, accidental loss or destruction or damage to personal data does not occur. We also require third party providers or recipients of personal data to guarantee the same level of protection.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
Processing will always be fair and lawful and will at all times comply with the applicable data protection and privacy laws.
What information do we ask for and why: We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary, without your explicit consent. Which you have the right to withdraw at any point. We assess the information you provide versus the position for which you have applied to determine your suitability for it.
We do not collect equal opportunities information, however, if there is sensitive personal data about you (e.g. disability information) that would require us to make reasonable adjustments to enable you to take online/telephone assessments, attend interviews, and to ensure that we comply with regulatory obligations placed on us then we may need to collect that in order to fulfil these.
Given the nature of our business, we have legal and regulatory obligations to ensure that the people we employ can be relied upon to handle client information responsibly. We therefore may ask questions about any prior civil or criminal proceedings you may have been subject to and may also conduct criminal record checks.
Who will have access to your information: Your personal information may be shared a) internally: with a select group of HR employees who have responsibility for certain HR processes such as recruitment, assessment and pre-employment screening; those employees who would have managerial responsibility over you or are acting on their behalf; select employees in our legal, risk and corporate departments with responsibility for investigating issues of non-compliance with laws and regulations, policies and contractual requirements; employees in IT and system owners who manage user access and b) externally: with companies who provide candidate interview and assessment services to WiRE; processors who undertake background screening on behalf of WiRE; academic institutions in validating information you’ve provided; processors in charge of processing your application.
Application stage: If you use our online application system, this will be collected by a data processor on our behalf. We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.
Interview Process: Our hiring team shortlists applications for interview and provides your personal information to a specified group of interviewers. We may ask you to participate in assessment days; complete specific role related tests and/or attend several rounds of interviews – or a combination of these. Information will be generated by you and by us about you. For example, you might complete a written test, or we might take interview notes. This information is held securely by us.
If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of twelve months. If you agree, we would contact you should any further suitable vacancies arise during that time. At the end of the twelve months, we will delete all the information related to you, unless you request that we do not.
Conditional Offer: If we make a conditional offer of employment, we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer.
You will therefore be required to provide:
Proof of your identity – you will be asked to attend our office with original documents, we will take copies;
Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies;
Proof of your right to work;
You may be asked to complete a basic criminal records disclosure, depending on the seniority of the role and the country for which you are being hired.
If we make a final offer, we will also ask you for the following:
Bank details – to process salary payments
Emergency contact details – so we know who to contact in case you have an emergency at work, in order to protect your vital interests, such as your health and wellbeing; we will ask you to confirm that you have informed the emergency contact of this and that they have consented.
Post start date: Our Code of Conduct requires all staff to declare if they have any potential conflicts of interest, or if they are active within a political party, as this is pertinent to their ability to perform their job in a proper way. This is required of us in order to comply with our legal and regulatory obligations in relation to anti-money laundering and sanctions restrictions, as well as anti-bribery and corruption. The information on the completed declaration will be held on your personnel file. Conflicts of interest information will also be held on our Conflicts Register, which is accessible only by a select authorised group of WiRE employees.
Use of data processors: We use third party contractors who act as data processors for us, to manage our website and provide elements of our recruitment service for us. We ensure that our data processors are fully compliant with current data protection and privacy laws. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
If you use our online application system, you will provide the requested information to our online service provider who provide this online service for us. Once you click ‘SUBMIT’ you will be taken to their website and they will hold the information you submit but WiRE will have access to it. If you accept a final offer from us, some of your personnel records will be held on an external HR records system provider.
If you are employed by WiRE, relevant details about you will be provided to WiRE’s Finance Officer and his team, who deal with payroll services. This will include your name, bank details, address, date of birth, National Insurance Number and salary. In some instances, some or all of these details may also be shared with our external accountants. Our external accountants act as data processors on our behalf.
How long is the information retained for? If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references. If you are unsuccessful at any stage of the recruitment process, the information you have provided until that point will be retained for twelve months from then, after we have obtained your explicit consent.
Information generated throughout the assessment process, for example interview notes, is retained by us for twelve months after the end of the process.
How we make decisions about recruitment? Final recruitment decisions are made by hiring managers and members of our recruitment team. All of the information gathered during the application process is taken into account. Any tests you are required to take are reviewed by at least two WiRE employees and will be evaluated along with all other feedback.
Your rights: Under the General Data Protection Regulation (GDPR), you have rights as an individual which you can exercise in relation to the information we hold about you. You can read more about these rights by clicking on our Privacy Notice on our website.
Details of any transfers to 3rd country and safeguards: WiRE operates within the European Economic Area. Should a transfer to a third country become necessary, we will ensure that appropriate safeguards such as technical measures or contractual clauses have been put in place to protect your personal data.
Complaints or queries: We try to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of WiRE’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. If you have any questions, please contact us at (+357) 22 22 25 50.
If you want to make a complaint about the way we have processed your personal information, you can contact the Data Protection Commissioner (the Cyprus data protection regulator). For further information on your rights and how to complain to the Data Protection Commissioner please visit this page.
Access to Personal Information: You have the right to request a copy of the personal information that we hold about you. To make a request, please send an email to us at [email protected] or write to us at the following address
Wire Services Ltd
68A John Kennedy Avenue,
1076 Nicosia, Cyprus
If we do hold information about you, we will:
Give you a description of it;
tell you why we are holding it;
tell you who it could be disclosed to; and
let you have a copy of the information in an intelligible form.
You can ask us to correct any mistakes by contacting us at (+357) 22 22 25 50.
Links to other websites: This notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.