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Data protection Privacy Policy for applicants

  1. Introduction
    1. We are Ernst & Young LLP (EY)
    2. This notice explains how we will handle any personal data that you provide or we otherwise obtain in connection with your application for a job with us
    3. For the purposes of data protection law, we are the ‘controller’ of this personal data.
  2. How we use your personal data
    1. In this section we have set out:
      1. the general categories of personal data that we will process in connection with your application;
      2. the purposes for which we may process that personal data; and
      3. the legal basis for that processing.

      Personal data collected Reason for processing Lawful ground
      Registration data: username, email address, and password Creating a user account for you, enabling you to access your account once created, keeping your account secure and communicating with you in connection with your application. Legitimate interests - enabling applicants to submit, and us to receive and consider, applications for jobs with us.
      Username, email address, and Application data Contacting you about subsequent job opportunities with us in the event that your application for this recruitment round is unsuccessful Consent – If you do not want us to use your username, email address, and Application Data in this way, you can withdraw your consent at any time by sending an email to eystudentrecruitment@uk.ey.com
      Name, email address If you successfully reach the final stage of our assessment process, the EY recruitment team will share your name and email address with fellow participants (up to 25 others) to allow you to connect in advance of the event. Consent – If you do not want us to use your name and email address in this way, you can withdraw your consent at any time by sending an email to eystudentrecruitment@uk.ey.com
      Application data: contact details, educational and employment history, information about your skills, qualifications and experience and any other information we ask you to provide and/or which you choose to provide in your answers For the purposes of considering your application for a job with us and communicating with you in connection with your application. Legitimate interests - assessing the suitability of applicants for jobs with us
      Equal opportunities data: Racial or ethnic origin, religion, disabilities, and sexual orientation This is optional. We may process equal opportunities data for the purposes of monitoring and promoting equal opportunities within our organisation, complying with our obligations under laws relating to equal opportunities in employment. Consent
      Criminal convictions data: information relating to unspent criminal convictions or offences We may process criminal convictions data for the purposes of considering your suitability for the job that you are applying for. Consent
      Reasonable adjustments data; information related to whether you require any reasonable adjustments We will not ask you for details of any relevant disability or health condition, but you may tell us if you consider that it is necessary for us to know this information Compliance with a legal obligation. Consent.
      Assessment data: your answers and the results of the assessment and data generated by the assessment system The source of the assessment data is you and the automated testing system used by us or our assessment service providers. We may process this assessment data for the purposes of assessing your suitability for the job you have applied for. Legitimate interests - assessing the suitability of applicants for jobs with us
      Interview data:Information about you recorded following an interview. The source of the interview data is you and the interviewers and/or assessors. This interview data may be processed for the purposes of assessing your suitability for the job you are applying for Legitimate interests - assessing the suitability of applicants for jobs with us
      Reference data: relating to your education history, employment history, your character, and your performance at work The source of the reference data is the referees that you specify in your application. This reference data may be processed for the purposes of considering your application Legitimate interests - assessing the suitability of applicants.
      Contact Data: information contained in or relating to any communication that you send to us or that we send to you in connection with your application For the purposes of communicating with you, responding to your queries, providing you with assistance in relation to your application, administering your application and our own record-keeping. Legitimate interests - proper administration of our business, recruitment in connection with our business and communications with relevant persons
      Use of personal data in connection with legal claims - personal data identified in this table Where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. Legitimate interests - in the establishment, exercise, or defence of legal claims.
    2. If your application is successful and you become our employee, we will provide a new privacy notice to you explaining our processing of employee personal data, which will supersede this notice.
  3. Providing your personal data to others
    1. EY Network: We may disclose the personal data described in section 2 to any relevant members of the global network of Ernst & Young firms if and insofar as this is reasonably necessary for the purposes set out in this notice.
    2. Our insurers and professional advisers: We may disclose the personal data described in section 2 to our insurers and/or professional advisers if and insofar as reasonably necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes.
    3. Our suppliers and subcontractors: Some of the personal data described in section 2 may be shared with and/or processed and/or generated by our suppliers and subcontractors. Specifically, all personal data obtained via the online application system will be accessible to and processed by Amberjack Global Limited, which has developed and provided and hosts the online application system for the purposes of managing this recruitment round and carries out various recruitment and assessment activities on our behalf and on the basis of our instructions. Members of Amberjack’s staff (employees and contractors) will also access and process some of the personal data described in section 2 insofar as is reasonably necessary to carry out their allocated tasks in relation to this recruitment. Amberjack also uses Microsoft Corporation, Amazon Web Services and Prodec Networks Ltd to host the online application system. Their processing is generally fully automated and does not involve individual staff accessing personal data, although this might happen in certain circumstances such as when necessary to provide support services to Amberjack or when required by law to disclose certain information. Some of the personal data may also be shared with providers of online testing used as part of our assessment of applicants, insofar as is reasonably necessary to enable applicants to take the test and for the supplier to provide us with the results of the test.
  4. International transfers of your personal data
    1. In this section 4, we provide information about the circumstances in which your personal data may be transferred to countries outside the European Economic Area (EEA).
    2. This involves transferring personal data in various jurisdictions (including jurisdictions outside the European Union) in which EY operates (EY office locations are listed at www.ey.com/ourlocations). EY will process your personal data in accordance with applicable law and professional regulations in your jurisdiction. Transfers of personal data within the EY network are governed by EY’s Binding Corporate Rules (www.ey.com/bcr).
  5. Retaining and deleting personal data
    1. This section 5 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
    2. Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
    3. We will retain any personal data that you provide or we otherwise obtain in connection with your application for a job with us for a period of 6 months following the completion of the current recruitment cycle (each cycle ending on 30 September). We will delete or anonymise such data at the end of that 6 month period except where:
      1. you are appointed to a position in our Assurance business, where we will retain your personal data for a period of 12 months from the date of commencement of your employment; or
      2. where you are accepted onto a training contract, in which case we will retain your personal data for the duration of your professional qualifications.
    4. Notwithstanding the other provisions of this section 5, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, in order to protect your vital interests or the vital interests of another natural person, or for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. In these circumstances we will only retain personal data for as long as is necessary for the relevant purposes and in any event for no longer than 7 years.
  6. Security of personal data
    1. You should ensure that your passwords used to access the online application system are not susceptible to being guessed, whether by a person or a computer program. You are responsible for keeping the passwords confidential and we will not ask you for your passwords (except when you log in to the online application system).
  7. Your rights
    1. In this section 7, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.
    2. Your principal rights under data protection law in respect of your personal data that we process are:
      1. the right to access;
      2. the right to rectification;
      3. the right to erasure;
      4. the right to restrict processing;
      5. the right to object to processing;
      6. the right to data portability;
      7. the right to complain to a supervisory authority; and
      8. the right to withdraw consent.
    3. You may exercise any of your rights in relation to your personal data by emailing Global Data Protection global.data.protection@ey.com.
  8. Our details
    1. Our full legal name is Ernst & Young LLP
    2. We are registered in England and Wales under registration number OC300001, and our registered office is at 1 More London Place, London, SE1 2AF
  9. Data protection officer
    1. Our data protection officer's contact details are: global.data.protection@ey.com.