Privacy notice

Privacy notice

This privacy notice tells our job applicants what to expect when Webcertain collects, uses, retains and discloses your personal information. Personal information is information that (on its own or together with other data) identifies you and is about you. This includes what you tell us about yourself and what we learn by having you as a job applicant.

To ensure that we process your personal information fairly and lawfully, this notice informs you:

  • why we need your personal information
  • how it will be used
  • with whom it will be shared and
  • what rights you have in relation to the personal information we collect

Who we are

Webcertain (including Webcertain Group Limited and Webcertain Translates Limited), registered office is Blackthorn House, Northminster Business Park, York, YO26 6QW.

Our commitment to your privacy

Webcertain recognises the importance of protecting personal and confidential information in all that we do. We take care to meet our legal duties, and we put in place all reasonable technical, security and procedural controls required to protect your personal information for the whole of its life, in whatever format we hold that information in.

How the law protects you

Your privacy is protected by law, which says that we can use your personal information only if we have a proper reason to do so. 

What type of information do we handle and for what reason?

We collect personal information through the application and recruitment process, either directly from candidates or sometimes from an employment agency or background check provider. We may sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies. We process personal information to enable us to find the right candidates for our job openings and resourcing needs.

The types of personal information we handle includes:

  • personal details (such as name, address, telephone numbers, date of birth)
  • employment details, work or profession details disclosed on your CV, application or disclosed during interview
  • official ID, passport, birth certificate and visa documentation

The situations in which we will process your personal information are listed below:

  • making a decision about your recruitment or appointment
  • determining the terms on which you work for us
  • checking you are legally entitled to work in the UK
  • equal opportunities monitoring
  • to prevent fraud
  • administering the contract we have entered into with you

How long will we keep your information?

We will keep your personal information for up to six months after you have applied for a vacancy or made a job enquiry with Webcertain. For successful candidates offered a role, your information is retained longer according to legal requirements.

Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, only where this is required or permitted by law.

Security of your information

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 or 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.

Let us know if your data needs updating or erasing

You have the right to question any information we hold on you that you think is wrong, out of date or incomplete. If you do, we will take reasonable steps to check its accuracy and correct it. Likewise, if you need to erase the information we have about you, please contact in the first instance.

Your right to complain

Should you want to object to the processing of your personal data, please contact Graeme Sewell, Director of Innovation (Data Protection Manager)

How to contact the Data Protection Manager

If you have any questions about this privacy notice or our processing of information, if you wish to raise a complaint on how we have handled your personal information, or if you wish to exercise any of the rights set out in this privacy notice, please contact our Data Protection Manager by emailing or writing to: Graeme Sewell, Data Protection Manager, Blackthorn House, Northminster Business Park, York, YO26 6QW.

This notice was last updated in April 2021.