Privacy Policy

Gentrack ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Notice sets out the basis on which the personal data collected from you, or that you provide to us, will be processed by us in connection with our recruitment processes, regardless of the country or region from which you apply.

For the purposes of this Notice, “Gentrack” means Gentrack Group Limited and its subsidiaries and group companies operating in the region to which you are applying, including entities operating in the United Kingdom, the European Union, New Zealand, Australia, Singapore, the United States, India, and the Middle East.

Applicable Data Protection Laws

Depending on where you are located and where you apply for a role, one or more of the following (and any equivalent successor legislation) may apply to our processing of your personal data:
  • the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018
  • the EU General Data Protection Regulation (“EU GDPR”) and applicable EU/EEA member state laws (including Denmark and Malta);
  • New Zealand’s Privacy Act 2020;
  • Australia’s Privacy Act 1988 (Cth) and the Australian Privacy Principles;
  • Singapore’s Personal Data Protection Act 2012;
  • applicable US federal and state privacy laws (e.g. the California Consumer Privacy Act, as amended);
  • applicable data protection laws in India, the United Arab Emirates, Saudi Arabia, and any other country in which Gentrack operates and from which you apply; and any other data protection or privacy law that applies in the country from which you are applying, to the extent not listed above.
Where this Notice refers to rights, obligations, or a lawful basis that derives from a specific law (for example, the GDPR), the equivalent right, obligation, or basis under the law that applies to you will apply instead, to the extent it differs. The relevant Gentrack group entity acting as data controller for your application is the entity operating in the country or region for which you have applied; you can confirm this by contacting us using the details below.

We use Pinpoint, an online software product provided by The Infuse Group Ltd (t/a Pinpoint Software), to assist with our recruitment process. We use Pinpoint to process personal information as a data processor on our behalf. Pinpoint is only entitled to process your personal data in accordance with our instructions. 

Where you apply for an opportunity posted by us, these Privacy Notice provisions will apply to our processing of your personal information, in addition to our other Privacy Notice which is available on our website.

Your Personal Information

Information we collect from you

We collect and process some or all of the following types of information from you:
  • Information that you provide when you apply for a role. This includes information provided through an online application, via email, in person or via video at interviews, and/or by any other method.
  • Personal details such as name, email address, address, date of birth, qualifications, experience, and any information relating to your employment history, skills and experience that you provide to us.
  • Right-to-work, immigration, or visa status information where required by law in the country in which the role is based.
  • Diversity, equity and inclusion monitoring information (such as gender, ethnicity, or disability status), where you choose to provide it and where lawful in your jurisdiction. Providing this information is always voluntary and it is not used in hiring decisions.
  • If you contact us, we may keep a record of that correspondendence
  • Details of your visits to our career’s website including, but not limited to, traffic data, location data and other communication data, the site that referred you to our careers website, and the resources that you access.
  • References and background check information, where obtained with your consent and permitted under local law.
How we collect your personal information

We may collect your personal information:
  • directly from you, for example through your application, CV, or communications with us
  • from recruitment agencies, referees, or former employers, where applicable and permitted by local law; 
  • from publicly available sources, such as professional networking sites; and
  • from Pinpoint and other third-party providers who assist us with our recruitment process.
Uses of Your Information

Lawful basis for processing

The lawful basis we rely on to collect and use your personal data depends on the law that applies to you. Where the GDPR or an equivalent law applies, we rely on one or more of the following:
  • your consent, which you may withdraw at any time
  • that the processing is necessary to take steps at your request prior to entering into a contract with you;
  • our legitimate interests in recruiting staff for our business, provided these are not outweighed by your interests or fundamental rights; and
  • compliance with a legal obligation to which we are subject, such as right-to-work checks.
Where a different law applies to you (for example, in New Zealand, Australia, Singapore, or a US state), we will collect and use your personal data in accordance with the requirements of that law.

Purposes of processing

We use information held about you in the following ways:
  • To consider your application in respect of a role for which you have applied.
  • To consider your application in respect of other roles.
  • To communicate with you in respect of the recruitment process.
  • To enhance any information that we receive from you with information obtained from third-party data providers.
  • To find appropriate candidates to fill our job openings.
  • To verify your eligibility to work in the relevant country, where required.
  • To help Pinpoint improve their services.
SMS / Text Messaging

Where permitted in your country, we may use your mobile phone number to send you text messages (SMS) related to the recruitment process, such as application updates, interview scheduling, and onboarding communications. Message and data rates may apply. Your mobile phone number and any opt-in consent you provide for SMS communications will never be shared with or sold to third parties or affiliates for marketing purposes. You may opt out of receiving text messages at any time by replying STOP to any message you receive from us, or by contacting us using the details below.

Automated Decision-Making / Profiling

We may leverage Pinpoint's technology to help us select appropriate candidates for us to consider based on criteria we have identified. The process of finding suitable candidates is automatic; however, any decision as to who we will engage to fill the job opening will be made by our team.

How We Store Your Personal Data

Security

We take appropriate measures to ensure that all personal data is kept secure, including security measures to prevent personal data from being accidentally lost, or used or accessed in any unauthorised way. We limit access to your personal data to those who have a genuine business need to view it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so under the law that applies to you.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted through any online means; therefore, any transmission remains at your own risk.

International data transfers

As Gentrack operates internationally, your personal information may be accessed, stored, or transferred by Gentrack group companies and service providers (including Pinpoint) in countries other than the one from which you applied, including the United Kingdom, the European Union, New Zealand, Australia, Singapore, the United States, India, and the Middle East.

Where we transfer personal data out of the UK, EU, or EEA, we ensure an appropriate safeguard is in place, such as a European Commission or UK adequacy decision, or Standard Contractual Clauses or an International Data Transfer Agreement. Where other data protection laws apply to you, we will comply with the cross-border transfer requirements of that law. You can contact us for further information about the safeguards used for a specific transfer.

How long we keep your personal data

We retain candidate data for a period of 12 months from the time of application for candidates who are not successful in our hiring process. We retain candidate data for a period of up to 7 years from the time of application for candidates who successful in our hiring process, unless a shorter or longer period is required or permitted under the law that applies to you. Your personal information will be deleted on one of the following occurrences:
  • Deletion of your personal information by you via the Manage Your Data tool, or
  • Receipt of a written request by you to us.
Your rights

Depending on the data protection law that applies to you, you may have some or all of the following rights in relation to your personal data:

  • access to your personal data and to certain other supplementary information that this Privacy Notice is already designed to address;
  • require us to correct any mistakes in your information which we hold;
  • request the erasure of personal data concerning you in certain situations;
  • request access to the personal data concerning you which you have provided to us, in a structured, commonly used and machine-readable format, and have the right to transmit that data to a third party in certain situation;
  • object at any time to processing of personal data concerning you for direct marketing;
  • object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you;
  • object in certain other situations to our continued processing of your personal data;
  • otherwise restrict our processing of your personal data in certain circumstances;
  • withdraw any consent you have given us, at any time;
  • not be discriminated against for exercising any of these rights; and
  • claim compensation for damages caused by our breach of any data protection laws that apply to you.
If you would like to exercise any of those rights, please either:
  • utilise the  Manage Your Data tool provided, or
  • contact us using our contact details below, ensuring we have enough information to identify you, prove your identity and address, and confirm which information your request relates to.
How to complain

We hope that we can resolve any query or concern you raise about our use of your information — please contact us using the details below in the first instance.

You also have the right to lodge a complaint with the data protection or privacy regulator in the country where you live, work, or where the alleged infringement occurred. This includes, for example:
  • United Kingdom – the Information Commissioner's Office (ICO);
  • European Union / EEA – your local supervisory authoritity;
  • New Zealand – the Office of the Privacy Commissioner;
  • Australia – the Office of the Australian Information Commissioner (OAIC);
  • Singapore – the Personal Data Protection Commission (PDPC); and
  • any other jurisdiction – the equivalent data protection or privacy regulator for that country.
Changes to this Notice

We may update this Privacy Notice from time to time to reflect changes in our recruitment practices or in applicable law. We will post any updated version on our careers website, and where changes are material, we will take reasonable steps to notify you.

Contact us

For questions, further information about our handling of personal data or for contact with us in other matters, please contact pxuk@gentrack.com.