Candidate Privacy Notice

1. Purpose

The purpose of this privacy notice is to provide you with transparency on how we collect and use your personal data during the process of applying for a role with us.

2. Scope

This policy applies to all job candidates who apply to Ravio either directly via the Ravio website or through other means.

3. Procedure

Ravio processes your personal data in a number of different ways, as outlined below:

3.1 What we collect, why, and our legal basis

When you apply for a job with us, we ask you to provide us with personal information about yourself in order to manage your recruitment process. This information includes:

• Your name

• Your CV

• Your email address

• Your phone number

• Reference details

This personal data is processed for the purposes of managing recruitment related activities, such as:

• Setting up and conducting interviews and tests for candidates

• Evaluating and addressing the results

• Otherwise needed in the recruitment process.

Subject to circumstances and prior approval, from time-to-time we may offer to reimburse the cost of travel to interviews, in which case we will also process the following information, solely for the purpose of reimbursement:

• Bank account details (sort code, account number)

The legal basis that we rely on for this processing is Article 6(1)(f) of the GDPR - Legitimate Interests for the purposes of finding, choosing and hiring employees.

3.2 Where do we store this information?

To manage the recruitment process, we use an Applicant Tracking System called Ashby. Ashby will host data in the United States, and Ravio has implemented appropriate safeguards for the transfer of personal information to the United States from the United Kingdom, using relevant data transfer agreements based on the EU Standard Contractual Clauses and UK Addendum. You can read more about Ashby in its Privacy Notice, linked here.

During the interview process, we may also take notes using Ashby, Google Workspace (with data stored in London, UK) or on occasion via other means. You can see Google's Privacy Notice, here.

If you are successful within the interview process, we also use an electronic signature system, Docusign, to process the signatures on your employment contract. This system hosts your data on data centres in the EU. You can view Docusign's Privacy Notice, here.

For overseas employees and contractors, we use global employment platforms which provide services such as Employer of Record (EOR) and international payroll management, including Oyster HR and Remote. These systems are based in the US and more information can be found within the Privacy Notices on their websites, here (Oyster) and here (Remote).

3.3 How long do we keep your data for?

If you are not shortlisted or are unsuccessful in the interview process, we would like to keep your details on file for 12 months, in case other opportunities become available. This also enables us to demonstrate (if required), that we have conducted the recruitment process in a fair and transparent manner. If you would like to opt out of this process, please get in touch using the contact details below.

If we want to retain your details for longer in order to consider you for any other future job opportunities, we will write to you separately to seek your explicit consent.

3.4 What are your rights?

Your personal data is yours, and you have rights in relation to it granted by the UK and EU GDPR, which include:

The right to be informed

You have the right to be informed about the collection and use of your personal data, the purposes for processing, retention periods for that personal data and who it will be shared with. We have set this information out in this privacy notice.

The right of access

You have the right to ask us for copies of the data we hold about you. If you ask us, we'll confirm what personal data we are processing and provide you with a copy of that personal information.

The right to object

You have the right to ask us to stop processing your personal information in some circumstances, such as when we are relying on our own (or someone else's) legitimate interests to process your personal information, when we are processing your personal information for direct marketing or when we are processing your personal information for research.

The right to rectification

You have the right to ask us to rectify the personal information you think is inaccurate or to complete information you think is incomplete. When you ask us to rectify your information, if we've shared your personal information with others, we'll let them know about the rectification where possible.

The right to erasure

You have the right to ask us to erase your personal information, in some circumstances, such as where we no longer need it or you withdraw your consent (where applicable).

The right to restrict processing

You have the right to ask us to restrict the processing of your personal information for a period of time in some circumstances, such as where you contest the accuracy of that personal information or object to us processing it. This right is separate from the right to object and will only stop us from using your personal information further, not from processing it. If we've shared your personal information with others, we'll let them know about the restriction where possible.

The right to data portability

You have the right to ask that we transfer the personal information you gave us to another organisation, or to someone else, in some circumstances.

You don't have to pay anything in order to exercise your rights. Please contact us by sending an email to legal@ravio.com if you wish to make a request under your rights; we will respond to any requests within a calendar month to get back to you with a response.

3.5 How you can complain

If you have any concerns, or want to know more about our use of your personal information, please let us know by emailing legal@ravio.com or writing to us at 71-75 Shelton Street, London, WC2H 9JQ.

If you are not satisfied with our response or you are unhappy with how we have used your data, you can complain to the Information Commissioner's Office (ICO). You can find the ICO details below:

ICO Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, Helpline number: 0303 123 1113.

ICO Website: https://www.ico.org.uk

4. Document Details

Document ID: POL-DAT-006

Version: 1.11

Date of Last Review: 29/10/2024

If you have any questions on this Candidate Privacy Notice, please reach out to us at compliance@ravio.com