Privacy Notice for Candidates

Empiric Student Property works hard to protect your data and we aim to protect the privacy and security of the personal information we process of our candidates. This privacy notice applies to all candidates that apply for our roles.

Please read this notice in detail, along with any other notice issued to you by Empiric Student Property, so that you are updated and informed on the ways in which we store your data and your rights to that use.

Data

Empiric Student Property operates under Data Protection laws, which means it is responsible for deciding how personal information is collected and used.

The Personal Information we collect

We collect personal information about candidates:

From our candidates directly
Through our ATS (Applicant Tracking System) Talos when candidates apply, interview and onboard
From third parties including recruitment agencies, former employers, and other agencies (for example, to verify your previous employment, educational qualifications, professional certifications, or through employee referral)
Through your use of our website, systems, Hubs, sites, and assets
If a criminal background check is required, we will use the Disclosure and Barring Service
We may also collect personal information that you have made publicly available.

Why we process your Personal Information

Empiric Student Property will only use candidate’s personal information in accordance with applicable data protection laws and regulations. We will only use your personal information:

When it is necessary in our legitimate interests (we will always balance this against your own rights)
To comply with a legal obligation
In certain circumstances, with your consent

Specifically, we use your personal information for the following purposes:

Previous Experience, Education and Employment Related Information	Making decisions about your suitability for a role Making decisions about your salary, pension, and benefits package which may include private medical insurance, share plans and schemes, childcare vouchers, and fleet car services.
Compliance and Monitoring Information	Verifying your qualifications Checking your eligibility to legally work in the United Kingdom. Complying with health and safety obligations Diversity and inclusion monitoring Fraud prevention Performance monitoring (such as a mystery shopping system) Assessing or assisting your ability or fitness to work, drive or operate equipment. Managing claims relating to conduct or whistleblowing. To improve our products and services. For handling enquiries. Internal record keeping. To measure and analyse the effectiveness of our advertising and processes
Recruitment Related Details and Records	Assessing suitability for a role Creating the terms of your employment contract Gathering evidence in employment matters, including disciplinary and grievance
Your contact details	To contact you regarding your application and the recruitment process for example for to explain our processes, make an offer of employment, to invite you to interview, request further information or to retain your information in our talent pool via Talos.

The Personal Information we process about Candidates

We may hold the following personal information about you when you create an account, apply for a role with us or use our website:

Information about you	Name Title or Pronoun (e.g., Mr, Mrs, Ms, Miss) Phone number(s) Email address(es) Postal address(es) Date of birth National Insurance number Driving licence and insurance details Marital status, including civil partnership. Photographs and profile pictures
Information about your Previous Employment	Your CV (Curriculum Vitae) Job Titles Work History and experience Location of employment/place of work Working Hours Training Records Professional Memberships Performance related information Leaving date and reason for leaving Current and past salary information, and/or salary expectation Pensions and benefits Information, and/or expectations
Compliance and Monitoring Information	HMRC employment status check information Right to Work evidence
Information when contacting us, accessing our website, systems, offices, sites, and assets	CCTV and camera footage (still images, video, and audio) Email, chats, video chats or instant messages Details of any enquiry you submit to us. IP address (an IP address is a number that is automatically assigned to your computer whenever you are browsing the Internet). Device you access the website from (tablet, mobile telephone, or desktop computer). Type of browser software used. Empiric Student Property/ Hello Student website pages that you visit; and Date and duration of your visit to our website. When you first visit our website, we do not set cookies on your device (other than essential cookies) unless you accept/enable all cookies or select your own cookie preferences.
Where Applicable – Special Categories of Personal Information	We may also collect and use special categories of personal information; this is information that is considered particularly sensitive and can include: Information about gender, race, ethnicity, religious/philosophical beliefs, sexual orientation, disability, and political opinions. Health-related information including, for example, medical conditions, medication, injuries and health and sickness records. Information about criminal convictions and offences

Why we sometimes process Special Categories of information

We understand that your personal information needs extra protection when it is particularly sensitive. We are wholeheartedly committed to equality of opportunity. We encourage and celebrate diversity because broader perspectives, skills, experience, and knowledge will enrich and enhance the value we bring to each other, our clients, our projects, and the communities in which we operate.

In light of our commitment, it is important to ensure that we can attract and recruit talent from all sections of society. By learning more about the people who apply to work with here, it enables us to ensure that we continue to attract and select people solely based on their talent and potential to succeed.

Your special category data will be used for monitoring purposes only with your explicit consent. You do not have to provide this information. This information will not be seen by any person involved in the recruitment process for the role in which you are applying.

We will only process special category data where we can provide a justification for doing so, which may be in the following circumstances:

To comply with legal or regulatory requirements
To exercise rights relating to employment
For diversity and inclusion monitoring
To defend legal claims
To protect your vital interests in an emergency
To ensure continual improvement of our products and services
To monitor and improve our performance
To satisfy legal requirements
In respect of criminal activity when necessary and in line with applicable law
In respect of your health, safety, and wellbeing

Where is my Personal Information processed?

Empiric Student Property will only process your data within the United Kingdom.

Sharing your Personal Information

We will sometimes share your personal information with third parties when it is required by law, to fulfil our obligations in the contract between you and Empiric Student Property/ Hello Student or when it is in our legitimate interests to do so.

We will only disclose your personal information to third parties if we are satisfied that they will take care of it appropriately.

Your Rights over your Personal Information

You have a number of rights over your personal information.

You can exercise any of your rights by contacting the Empiric Student Property People Team.

You have the right to:

Access personal information held about you.
Withdraw your consent at any time if we are processing your personal information on the basis of consent.
Update and correct your personal information so that it is accurate.
Delete your personal information from our records if it is no longer needed for the purposes indicated in the ‘Why we process your Personal Information’ section.
Restrict the processing of your personal information in certain circumstances, e.g., where you have contested the accuracy of your personal information, for the time it takes us to ensure it is accurate.
Data portability, which enables the transfer of your data sets between organisations.
Be free from profiling and automated decision making, meaning you shall not be subject to decisions based solely on automated processing that significantly affect you.
File a complaint with us and/or the UK Information Commissioner’s Office.

Objecting to the processing of your Personal Information

Where permitted by applicable law or regulation, you have the right to object to us processing your personal information or tell us to stop processing it.

Once you have informed us of this request, we shall no longer process your personal information unless we are permitted to do so by applicable laws and regulations.

You may exercise this right in the same manner as for your other rights indicated above.

Retention of your Personal Information

We will not retain your personal information for longer than is necessary and we will hold it only for the purposes for which it was obtained. Unsuccessful applications will be deleted after 12 months.

Where there is no current opportunity for you right now, but we think you are a great match for Empiric Student Property/ Hello Student we will let you know that we intend to add you to our talent pool, this is so we can notify you of any future roles that may be of interest to you. You can let us know at any time that you do not wish to be added or that you wish to be removed. This does not affect your other rights over your personal information listed above.

Protection of your Personal Information

We have implemented appropriate technical and organisational security measures to protect your personal information against unauthorised access, misuse, loss, or destruction including implementing access controls to our information technology and introducing clear information security policies and practices.

Data Protection Officer

Empiric Student Property/ Hello Student has appointed a Data Protection Officer (DPO) who is responsible for overseeing compliance with this Notice.

If you have any queries about how we use your personal information, you can contact the St. Modwen Group Data Protection Officer (DPO) by post or email at:

Empiric Student Property plc

Hop Yard Studios

1st Floor, 72 Borough High St, London

London

SE1 1XF

Email: recruitment@empiric.co.uk

Policy Changes

This privacy policy was most recently updated on 8th November 2023

We may change this privacy policy from time to time by updating this document. If we make any substantial changes, we will take appropriate steps to bring those changes to your attention