RPC LLP (CVMail) Privacy Notice

Reynolds Porter Chamberlain LLP (ICO registration Z6620421) herein referred to as “RPC LLP”/”we”/ “us”/”our” is a data controller responsible for processing the personal data you provide to us.

RPC LLP is committed to managing personal data securely and effectively. This Privacy Notice sets out the basis on which any personal information we collect from you, or that you provide to us, will be processed. If you have any questions or queries please contact us at the address outlined below.

Our data protection policy and procedures have been developed in line with the requirements of the retained EU law version of the General Data Protection Regulation (EU) 2016/679 (“UK GDPR”) and the Data Protection Act 2018, and all other applicable laws and regulations relating to the processing of personal data and privacy. By using this website, you agree to RPC LLP processing your data in accordance with this Privacy Notice.

What information do we collect and from whom?

We collect and process personal data about you when you use our website. The personal data we process includes:

• your name
• your email address(es)
• your address
• your phone numbers (daytime and mobile)
• your status to work in the UK
• your relevant qualifications
• your current salary and expectations
• your curriculum vitae (CV)
• your username and password used to manage your account
• your IP address and information related to the browser or device you use to access our website and other analytics data, and
• any other information you may provide.

We will store data we receive from you, data that is publicly available and data from third parties such as recruitment agencies, referees and background checking services.

If you choose to complete our diversity survey for graduate recruitment, then the additional personal data we process includes:

• your gender
• your ethnic origin
• whether you are a first generation university graduate
• whether you are a primary carer
• whether you are a refugee.

How do we use this information and what is the legal basis for this use?

We process the personal data listed above for the following purposes:

• selecting and recruiting new employees, including verifying qualifications, employment history and suitability for the role
• as required to establish and fulfil a contract of employment with you. This may include verifying your identity, undertaking due diligence or background checks, paying you and communicating with you. We require this information in order to enter into a contract with you and are unable to do so without it
• to perform anonymous statistical analysis of the users of this website
• to comply with applicable law and regulation, including to monitor compliance with equal opportunities legislation
• in accordance with our legitimate interests in managing and protecting RPC LLP’s business interests and legal rights including but not limited to use in connection with monitoring access, performance and security of IT systems
• to manage our relationship with you and correspond with you, in accordance with our legitimate interests
• to manage risk for RPC LLP
• to respond to any enquiries, complaints or grievances we may receive from you, and/or in accordance with our legitimate interests including to investigate any complaints received from you or from others, about our website, our services or your employment, and
• we may use your information to invite you to take part in research or surveys, according to our legitimate interests.

With whom and where will we share your personal data?

RPC LLP may share your personal data with other RPC Businesses for the purposes of recruitment interviews. The RPC Businesses are a network of affiliated firms, comprising RPC LLP and RPC Coordinating Limited in England, Reynolds Porter Chamberlain in Hong Kong, and Premier Law LLC and RPC Premier Law Pte Ltd in Singapore.

Further information about the RPC Businesses which offer legal services may be found on our website (www.rpc.co.uk) in the section headed “Legal and regulatory notices”.

RPC LLP may share your information with third parties in the following circumstances:

• to our partners and service providers for the purpose of managing or administering certain aspects of our services and/or website
• where we are obliged, or permitted, to do so by law, or
• if RPC LLP or substantially all of our assets are acquired by a third party, in which case personal data held by us about our users will be one of the transferred assets.

• we will retain information relating to any job application for as long as it takes to process your application and, if it is unsuccessful, for an additional period of around 12 months unless you agree to us retaining it for a longer period. In the case of graduate recruitment we will keep information for up to two years from the scheme entry date applied for
• we may retain your data for a short time beyond the specified retention period, to allow for information to be reviewed and any disposal to take place.

Where is my data stored?

Security is very important to us. Appropriate security measures are in place to protect the confidentiality of your information that we hold. We limit access to your personal information to those who we reasonably believe need to use that information in order to carry out their jobs. We have physical, electronic, and procedural safeguards that comply with our legal obligations to protect personal information about you.

Where we have given you (or where you have chosen) a password which enables you to access this website, you are responsible for keeping this password confidential. We ask you not to share your password with anyone. Multi-Factor Authentication (MFA) provides an additional level of security for accessing your account.

We will take all steps reasonably necessary to ensure that your information is treated securely and in accordance with this Privacy Notice. Unless necessary for the purpose of your application (for example, to check international reference details), we will not transfer your information outside the EEA and your information will be processed by our staff in the UK. Where you have applied for a position in our international offices, we may transfer your information to the relevant office (outside of the EEA) for the purposes of reviewing and assessing your application.

Where such transfers occur, we ensure the confidentiality and protection of all data is preserved through compliance with legal requirements and the current Data Protection legislation. This is managed by all RPC Businesses, including those outside of the EEA, by entering into Data Transfer Agreements with each other, which all contain the Model Clause agreements approved by the relevant regulatory authority. Data encryption, integrity and confidentiality are enforced by following best practice. RPC LLP also ensures that cryptographic controls are implemented following industry best practice, through the use of VPN tunnels, TLS and by conducting regular testing.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your information transmitted to our website and any transmission is at your own risk.