PRIVACY POLICY

What is the purpose of this document?

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EVEREC (the “Company”) is a “data controller”. This means that we are responsible for deciding how we
hold and use personal information about you. You are being sent a copy of this privacy notice because you
are applying for work with us (whether as an employee, worker or contractor). It makes you aware of how
and why your personal data will be used, namely for the purposes of the recruitment or engagement exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under data protection legislation.

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Further information on how we comply with our data protection obligations and individuals’ rights and
obligations in relation to the processing of personal data whilst working for or on behalf of the Company can
be found in our Data Protection Policy.

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Data protection principles

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We will comply with data protection law and principles, which means that your data will be:
• 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 we have told you about.
• Kept securely.

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The kind of information we hold about you

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In connection with your application for work with us, we will collect, store, and use the following categories of
personal information about you:
• Any information you have provided to us in a curriculum vitae (“CV”) and any covering letter.
• Any information you have provided on an application form or equivalent, including name, title, address,
telephone number, personal email address, date of birth, gender, employment history, qualifications.
• Any information you provide to us during an interview.
We may also collect, store and use the following "special categories" of more sensitive personal information:
• Information about your nationality, race or ethnicity, religious, philosophical or moral beliefs, sexual
life or sexual orientation and political opinions.

• Information about your health, including any medical condition for which the Company needs to make
reasonable adjustments during the recruitment or engagement process.
• Information about criminal convictions and offences.
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How is your personal information collected?

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We collect personal information about candidates from the following sources:
• You, the candidate.
• Recruitment Agencies
• Background check providers
• Credit reference agencies (in limited circumstances);
• Disclosures & Disbarring Service; and
• Your referees.

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How we will use information about you

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We will use the personal information we collect about you to:
• Assess your skills, qualifications, and suitability for the work or role.
• Carry out background and reference checks, where applicable.
• Communicate with you about the recruitment or engagement process.
• Keep records related to our hiring or engagement processes.
• Comply with legal or regulatory requirements.

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It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our
business to appoint someone to that role.

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We also need to process your personal information to decide whether to enter into a contract with you.
Having received your CV and covering letter and/or your application form or equivalent, we will then process
that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do,
we will decide whether your application is strong enough to invite you for an interview. The above information

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will be made accessible to the relevant personnel involved in the recruitment or engagement decision only.
If we decide to call you for an interview, we will use the information you provide to us at the interview and
throughout the recruitment or engagement process to decide whether to offer you the role. If we decide to
offer you the role, we will then take up references and ask you to provide original documentation as proof of
your identity, right to work and qualifications. We may also need to carry out a criminal record and/or other checks before confirming your appointment. Copies of these documents will be kept in in your personnel file
(employees and workers only).

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How we use particularly sensitive personal information

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We will use your particularly sensitive personal information in the following ways:
• We will use information about your health and disability status to consider whether we need to provide
appropriate adjustments during the recruitment or engagement process, for example whether
adjustments need to be made to any test or interview process.
• If you are offered a role, we will use information about your nationality and entitlement to work in the
UK to ensure we are compliant with our legal obligation to prevent illegal working.

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Information about criminal convictions

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We do not envisage that we will process information about criminal convictions. If you fail to provide personal information If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully.
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For example, if we require a credit check or references for this role and you fail to provide us with relevant
details, we will not be able to take your application further. Automated decision-making
You will not be subject to decisions that will have a significant impact on you based solely on automated
decision-making.

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Data sharing

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Why might you share my personal information with third parties?

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We do not envisage sharing your personal information with any third parties for the purposes of processing
your application. If we do so, we will only share your personal information with third parties to the extent
necessary to process your application. We would only permit them to process your personal data for specified
purposes and in accordance with our instructions.

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Data security

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We have put in place appropriate security measures to prevent your personal information from being
accidentally lost, used or accessed in an unauthorised way, altered or disclosed. These measures include:
(a) all Company Phones and Laptops are password protected.
(b) all access to Company email and software systems are password protected. Employees should
not share their password or login details with anyone unless in certain circumstances authorised
by the Board.
(c) the Company do not retain any hard-copy data regarding candidates or other matters.

(d) all business is conducted using Company hardware and employees are not permitted to use
personal devices to conduct business.
(e) each employee is provided with information as to how to deal with GDPR management and to
direct any data requests to George Taylor.
(f) data storage is managed by a secure CRM system who has its own safeguards in place in respect
of protection of data.
In addition, we limit access to your personal information to those employees, agents, contractors and other
third parties who have a business need-to-know. They will only process your personal information on our
instructions and they are subject to a duty of confidentiality. Details of these measures can be obtained from
George Taylor.

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We have put in place procedures to deal with any suspected data security breach and will notify you and any
applicable regulator of a suspected breach where we are legally required to do so.
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Data retention

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How long will you use my information for?

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If you are successful and we appoint you to a role or offer you work, we will retain your personal information
in line with the data retention legislation. You will also be provided with a separate privacy notice explaining
how we will process your personal data during your time working for or on behalf of the Company.
If you are unsuccessful at the shortlisting stage, any application form, CV, covering letter and/or any results
from test will be confidentially disposed of six months after the shortlisting process. If you are unsuccessful
following the interview stage, we will retain your personal information for a period of six months after we have
communicated to you our decision about whether to appoint you to the role. We retain your personal
information for that period so that we can show, in the event of a legal claim, that we have not discriminated
against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and
transparent way. After this period, we will securely destroy your personal information.
If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.

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Rights of access, correction, erasure, and restriction

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Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
• Request access to your personal information (commonly known as a "data subject access request").
This enables you to receive a copy of the personal information we hold about you and to check that we are
lawfully processing it.
• Request correction of the personal information that we hold about you. This enables you to have
any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal information. This enables you to ask us to delete or remove
personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to
processing (see below).
• Object to processing of your personal information where we are relying on a legitimate interest (or
those of a third party) and there is something about your particular situation which makes you want to object
to processing on this ground. You also have the right to object where we are processing your personal
information for direct marketing purposes.
• Request the restriction of processing of your personal information. This enables you to ask us to
suspend the processing of personal information about you, for example if you want us to establish its accuracy
or the reason for processing it.
• Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing
of your personal data, or request that we transfer a copy of your personal information to another party, please
contact George Taylor in writing.
Right to Withdraw Consent
When you applied for this role, you provided consent to us processing your personal information for the
purposes of the recruitment process You have the right to withdraw your consent for processing for that
purpose at any time. To withdraw your consent, please contact George Taylor. Once we have received
notification that you have withdrawn your consent, we will no longer process your application and, will dispose
of your personal data securely.

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Data protection officer

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We have appointed a data protection officer to oversee compliance with this privacy notice. If you have any
questions about this privacy notice or how we handle your personal information, please contact George
Taylor. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO),
the UK supervisory authority for data protection issues.
If you have any questions about this privacy notice, please contact George Taylor, Director.

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