What is the purpose of this document?
Société Generale London Branch, (“SG”, “we”,”our”,”us”) is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. This privacy notice applies to you because you are applying or registering an interest in working 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 General Data Protection Regulation ((EU) 2016/679) (GDPR).
Data protection principles
We will comply with data protection law and principles, which means that your data will be:
• Used lawfully, fairly and in a transparent way;
• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
• Relevant to the purposes we have told you about and limited only to those purposes;
• Accurate and kept up to date;
• Kept only as long as necessary for the purposes we have told you about; and
• Kept securely.
The kind of information we hold about you
In connection with your application or logging of interest to 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;
• The information you have provided on our application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history and qualifications;
• Any information you provide to us including any notes; and
• Any relevant online testing results, if applicable for any specific roles you apply for.
We may also collect, store and use the following types of more sensitive personal information:
• Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions if you have provided such information to us; and
• Information about criminal convictions and offences.
How is your personal information collected?
We collect personal information about candidates from the following sources:
• You, the candidate;
• Recruitment agencies or head hunters, from which we collect Curriculum Vitae (CVs);
• Referrals from employees of SG;
• Data from publicly available sources on the internet;
How we will use information about you
We will use the personal information we collect about you to:
• Assess your skills, qualifications, and suitability for the role;
• Carry out background and reference checks, where applicable;
• Communicate with you about the recruitment process;
• Send you information about SG;
• Keep records related to our hiring processes;
• Comply with legal or regulatory requirements; and
• Send you information about other SG hiring opportunities if you have consented to this.
It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our business.
We also need to process your personal information to decide whether to enter into a contract of employment with you.
Having received your CV, covering letter and, if relevant, the results from any online test which you completed in relation to your application, we will process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references and carry out a criminal record and credit check before confirming your appointment.
We also process your personal data on the basis of consent, if, when you applied for a role or registered your interest with us, you consented to SG retaining your details so that we can send you information about other SG opportunities.
If you fail to provide personal information
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
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; and
• 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.
Information about criminal convictions
If you are successful and we would like to offer you the role, we will carry out criminal records checks in order to satisfy ourselves that you are suitable for the role and because we are legally required to do so by our regulatory body. We will provide you with further information about this nearer the time.
We have in place appropriate safeguards which we are required by law to maintain when processing such data.
Employment decisions are not based on automated decision-making. We will regularly review this privacy notice to ensure it remains accurate and up to date.
Why might you share my personal information with third parties?
We will only share your personal information with the following types of third parties for the purposes of processing your application: recruitment outsourced providers and background screening companies and other entities within the SG group of companies. All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
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 will you use my information for?
We will retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, reporting requirements, or to comply with internal policy requirements, to the extent permitted by local law. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. We currently retain your information for 24 months, after which we will securely destroy your personal information in accordance with our retention policy.
Rights of access, correction, erasure, and restriction
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 contact the Data Protection Officer using the contact details below.
Right to withdraw consent
When you applied for this role or logged your interest by joining one of our Talent Communities, and opted in to receive information about SG or our opportunities, you provided consent to us processing your personal information for those purposes. You have the right to withdraw your consent for processing for any of those purposes at any time. To withdraw your consent, please contact our Data Protection Officer using the contact details stated below.
Data protection officer
Our Data Protection Officer oversees compliance with this privacy notice. If you have any questions about this privacy notice, or how we handle your personal information, please contact the Data Protection Officer at email@example.com or at:
The Data Protection Officer
41 Tower Hill
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.