Fair Processing Notice for candidates applying for a career with Sophus Limited


It is of critical importance to Sophus Limited (‘the Company’, ‘we’, ‘us’) to ensure that we attract and acquire the right talent now, and into the future. Our success depends on how all of our people, regardless of job role, contribute to our goals through the delivery of their work, whilst enjoying being a part of the Company and our journey together.

In our attraction and acquisition process, we are committed to protecting your privacy as a candidate and providing you with a positive experience when applying for a career with us.


Information we may collect from you


We are committed to being transparent in how we collect and process your personal data relating to you as a job candidate, as part of our attraction and acquisition process in order to meet our data protection obligations


If you apply for a job role at the Company, information we collect may include (but no exclusively so):


  • Your name;
  • Your email address, mailing (postal) address and contact telephone number(s);
  • The name and address of your current employer;
  • Names, contact information, and addresses for previous employers;
  • Information about your level of work experience, level of education and qualifications;
  • Information related to your skills;
  • The type of job you are looking for, existing and desired salary, benefits package and data on your availability;
  • Whether you are available for relocation if hired;
  • Whether you are legally allowed to work in the United Kingdom without sponsorship;
  • How you heard about the job role and our Company;
  • Your prior history, if any, of applying and/or interviewing for Sophus job roles;
  • Additional questions specific to the job role;
  • Results of any profiles or tests that we may ask you to complete as part of our attraction and acquisition process;
  • LinkedIn profile or other professional media platform (not ‘social’ media).


You are under no statutory or contractual obligation to provide data to us during the attraction and acquisition process. However, if you do not provide the information, we may not be able to process your application effectively or at all.


How we will collect the information


We may collect information in a variety of ways. For example, data is likely to be contained in your CV, your passport or other identity documents, or collected through assessments we may carry out, for example, interviews or other forms of assessment, including online tests or psychometrics.


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 at the point an offer of employment has been made to you and we will confirm that we are doing so.


How and why we will use your personal information


We use your personal information to determine your eligibility for specific job roles, for related roles, to notify you of future job role openings and recruitment events and to communicate with you through the attraction and acquisition process.


We may need to collect and process additional data prior to entering into a contract of employment with you or at the point at which we enter into a contract of employment with you, in the event an offer of employment is made.


In some cases, we need to process data to ensure that it is complying with our legal obligations. For example, we may be required to check a successful candidate’s eligibility to work in the United Kingdom before employment starts.


We have a legitimate interest in processing personal data during the attraction and acquisition process and for keeping records of the process. Processing data from candidates allows us to manage the attraction and acquisition process, assess and confirm a candidate’s suitability for employment and decide to whom to offer employment. We may also need to process data from candidates to respond to, and defend against, any legal claims.


We may process information about whether or not candidates are disabled in order to make reasonable adjustments for candidates who have a disability. This is to carry out our obligations and exercise specific rights in relation to employment.


Where we process other special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, this is for equal opportunities monitoring purposes only.


We will not use your data for any purpose other than the attraction and acquisition process.


Sharing of your personal information


Your information may be shared internally for the purposes of the attraction and acquisition process. This includes members of the Company’s management, interviewers involved in the acquisition process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.


We also share personal data that you submit during an attraction and acquisition process with a third party who manages the HR administration for the Company and who assists hiring managers in processing employment applications. We may also use professional HR and employment advisors for support and advice during the process and all third-parties will process personal data strictly according to our instruction and in a manner that ensures the security of your personal data.


We may transfer your personal information to our contractors, suppliers or service providers based outside of the EEA for the purposes described in this Fair Processing Notice. In doing so, your personal information will continue to be subject to appropriate safeguards and we will ensure it is treated securely and in accordance with this Notice.


We will never use or share the personal information provided to us other than as described above without providing you an opportunity to opt-in or otherwise prohibit such unrelated uses.


Access and controlling your personal data


You have the right to ask us if we are processing personal data and, if we are, the purpose of that processing, what data we are processing, who has access to that data, and how long we will store the data. If your data is transferred out of the EU to a third country, you may ask what safeguards are in place to protect your data.


You may contact us and request to review, amend, correct or delete any personal data we record about you, including if we are not entitled to use it any more or if we are keeping the information too long. This request will be done, a Subject Access Request. If obliged to provide you with the above information, we will do so, free of charge, unless the Request is ‘manifestly unfounded or excessive’.


Before providing information to you, we may ask for proof of identity and interactions with our Company in order to identify the personal information we hold related to you. To this end, you will need to complete a Subject Access Request Form, available from the Data Protection Officer at dataprotectionofficer@sophus3.com


If you would like to exercise one of your rights as set out above, or you have a question or a complaint about this policy, the way your personal information is processed, please contact us by one of the following means:


By email: Data Protection Officer, Sophus Limited, dataprotectionofficer@sophus3.com


You also have the right to lodge a complaint with the UK regulator, the Information Commissioner. Go to ico.org.uk/concerns for more information


Security of your personal information


We intend to protect the personal information entrusted to us and treat it securely in accordance with this Fair Processing Notice. The Company implements physical, administrative, and technical safeguards (such as encryption and access controls) designed to protect your personal information from unauthorised access, use, or disclosure. We also contractually require that our suppliers protect such information from unauthorised access, use, and disclosure. The Internet, however, cannot be guaranteed to be 100% secure, and we cannot ensure or warrant the security of any personal information you provide to us. Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).


Retention of your personal information


We will retain your personal information as needed to fulfill the purposes for which it was collected, as necessary to comply with our business requirements, legal obligations, resolve disputes, protect our assets, and enforce our agreements. If your application for employment is unsuccessful, our retention period is one (1) year after the end of the relevant acquisition process. At the end of the retention period, we will delete your information.


If your application for employment is successful, personal data gathered during the acquisition process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new Fair Processing Notice.


Updates to this fair processing notice


We may update this Fair Processing Notice from time to time. If we modify our Fair Processing Notice, we will post the revised version here, with an updated revision date. You agree to visit these pages periodically to be aware of and review any such revisions. If we make material changes to our Fair Processing Notice, we will notify you by other means prior to the changes taking effect, such as by posting a notice on our websites or sending you a notification. By continuing to use our website after such revisions are in effect, you accept and agree to the revisions and to abide by them.