Candidate Privacy Notice

Knight Frank LLP, Knight Frank Group (together referred to as “Knight Frank” “us” or “we” “our" throughout this notice) collect and process personal data relating to job applicants as part of our recruitment process. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.

Knight Frank is a “data controller.” This means that we are responsible for deciding how we hold and use personal information about you. You are being shown 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 exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.

We use may use recruitment agencies or online recruitment platforms to assist with our recruitment process. We use these agencies or platforms to process personal information as a data processor on our behalf. When your personal data is processed in this manner, these agencies or platforms are only entitled to process your personal data in accordance with our instructions.

Where you apply for a job opening directly through our website, this Privacy Notice provisions will apply to our processing of your personal information in addition to our Group Privacy Statement which has been provided to you separately or is available on our Website.

Where you apply for a job opening via the application function on a job site or similar online service provider (“Partner”), you should note that the relevant Partner may retain your personal data and may also collect data from us in respect of the progress of your application. Any use by the Partner of your data will be in accordance with the Partner’s Privacy Notice.

The kind of information we collect

In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:

• The information you have provided to us in your curriculum vitae and covering letter (if applicable to the role)
• The information you have provided through our online recruitment portal including name, title, address, telephone number, personal email address, date of birth, gender, qualifications, experience, information relating to your employment history, skills experience that you provide to us
• Any information you provide to us during an interview or video in case you conduct your interview using the Video Interview feature, including the results of any browser-based testing we require you to undertake for the role
• A record of your progress through any hiring process that we may conduct
• Details of your visits to recruitment agency or online recruitment platform/s website including, but not limited to, traffic data, location data, weblogs and other communication data, the site that referred you to Recruitment agency or online recruitment platform/s, website, and the resources that you access
• Information about your current level of remuneration, including benefit entitlements
• Information about your entitlement to work in the UK
• Equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief
• We may also collect, store, and use information about criminal convictions and offence

We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from third parties only once a job offer has been made to you.

Data will be stored in a range of places, including on your application record, in our HR management systems and our email system.

Why Knight Frank processes personal your data

Knight Frank collect and process your data for several purposes and where we have a legal basis to do so, as follows.

Knight Frank has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.

In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant's eligibility to work in the UK before employment starts.

Knight Frank may process information about whether applicants are disabled so we can make reasonable adjustments for candidates who have a disability. Where we process other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities purposes. our processing of these types of data will be carried out to ensure you or us can meet our obligations or exercise our rights under law related to employment or (only where applicable) to enable us to establish, exercise or defend legal claims.

How we use particularly sensitive personal information

We will use your particularly sensitive personal information in the following ways:

• We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview.
• We will use information about your race or national or ethnic origin, religious, philosophical, or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting in accordance with any governing legislation, such as the Equality Act 2010.

We will not use your data for any purpose other than the recruitment process of which you are a part.

Purposes of processing

We will use the personal information we collect about you to:

• To consider your application in respect of a role for which you have applied
• To consider your application in respect of other roles and for future employment opportunities where your skills and experience match roles for that we are seeking to fill.
• Assess your skills, qualifications, and suitability compared to other candidates
• Carry out background and reference checks, where applicable
• Communicate with you about the recruitment process
• To enhance any information that we receive from you with information obtained from third party data providers
• To find appropriate candidates to fill our job openings
• To help our service providers (such as our data processors and data providers) and Partners (such as the job sites through which you may have applied) improve their services
• Keep records related to our hiring processes
• Comply with legal or regulatory requirements

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

We also need to process your personal information to decide whether to enter into a contract of employment with you (or consultancy agreement, as applicable).

Who we share your data with

Your information may be shared internally within Knight Frank for the purposes of the recruitment process. This includes members of the HR team, interviewers involved in the recruitment process, and managers in the business area with a vacancy.

We will not share your data with third parties unless your application for employment is successful and an offer of employment is made. We will then share your data with former employers in order to obtain references. We may also share your data within the Knight Frank Group, for business performance and other types of monitoring and management purposes and, if you are applying for a senior management position with us, we may share your data with our Propriety Partners.

In addition, we may need to share your personal information with a regulator or otherwise to comply with the law.

How Knight Frank protects data

Knight Frank takes the security of your data seriously. 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. 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.

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.

How long your data will be kept

If your application for employment is unsuccessful (including when you have speculatively applied to us in respect of a role which is not available), we will hold your data on file for 12 months. At the end of that period, your data is deleted or destroyed (unless we need to retain it for longer to exercise or defend any legal claims).

Applications and personal data of candidates may be retained for a period longer than the standard 12 months. This is to advise candidates of future employment opportunities that may arise within the organisation.

Consent: Candidates will be informed about the data retention policy and will have the option to consent to their data being retained for future opportunities.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which employee data is held will be provided to you in a separate privacy notice.

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 email: dataprotection@knightfrank.com

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 exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please email: dataprotection@knightfrank.com

Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.

How to complain

We hope that we can resolve any query or concern you raise about our use of your information.

The UK GDPR gives you the right to lodge a complaint with a supervisory authority.

The supervisory authority in the UK is the Information Commissioner who may be contacted at http://ico.org.uk/concerns/ or telephone: +44303-123-1113.

Contact

All questions, comments and requests regarding this Candidate Privacy Notice should be addressed to: dataprotection@knightfrank.com

If you do not provide your personal data

You are under no statutory or contractual obligation to provide data to Knight Frank during the recruitment process. However, if you do not provide the information, we may not be able to process your application.