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Recruitment privacy notice

If you’re applying for a position with one of the entities that make up the Mott MacDonald Group (“Mott MacDonald”), this privacy notice will help you understand the types of personal information we collect, why we need to process your personal information, how we use it, who we share it with and the rights you have over it.

It applies to personal information that we collect in our capacity as a controller (the entity that determines why and how it will be processed) from you through the application and recruitment process, either directly from you or sometimes indirectly, for example from an employment agency.

This Recruitment privacy notice is aligned with both our Privacy and data protection policy and Our Code.

If you are unsure about anything in this notice please contact careers@mottmac.com for further information.

Personal information we may need to process

Below is a non-exhaustive overview of the categories of personal information that we may process during the recruitment process.

  • Personal identification: Name, title, gender, country, date of birth, military/veteran status (where required), nationality and immigration status
  • Contact information: Email, phone, address
  • Network traffic and other online data (collected using cookies and similar technologies): Identification numbers, location, IP address, browsing behaviour, device ID, websites visited, language used
  • Account login information: Login ID, other information used to access and/or secure systems and applications including our careers website
  • Personal information regarding qualifications and career development: Any information contained in CVs and additional documents such as professional certificates, assessment and/or test evaluations, interview notes, application details
  • Background information: Employment references and, where permitted, information from background checks
  • Sensitive personal information, including special categories: Where necessary and permitted by law, depending on your location we may collect information about your racial or ethnic origin, religious or philosophical beliefs, disability status, sexual orientation, gender identification or other protected characteristics (this allows us to monitor and report on workforce diversity and equality of opportunity). Please note that this type of sensitive personal information is used to comply with legal obligations (where applicable) and, in an aggregated and depersonalised form, for reporting purposes.
  • Criminal history: Data relating to criminal records and/or alleged offences to the extent that a client, process or law requires us to ask
  • Compensation and payroll: Bank account information (for payment), desired salary, current salary, compensation and benefits
  • Any other information that you volunteer: Feedback, opinions, information provided in emails and letters or other conversations
  • Images and/or videos: Pictures included in your CV, security footage footage captured during your visit to our offices

Please note that your decision not to provide any of your personal information as required or requested in the context of the recruitment procedure, may affect your ability to participate in the recruitment process.

Information we may collect from other sources

To the extent permitted by applicable laws, in addition to our recruitment channels or careers website, we may also obtain information about you from other sources, such as through your interactions with representatives of Mott MacDonald during the interview process or from third parties, such as recruiters. We may also obtain information from other websites on the Internet (subject to such third parties’ privacy notices). For example, you may choose to provide us with access to certain data stored by third parties such as business and employment-orientated social media sites or websites.

How we justify our use of your personal information and how we process it

In general, we collect this information to progress your application to Mott MacDonald (in accordance with our legitimate interests) and to inform you about future opportunities (with your consent). We may also need to process your personal information in order to fulfil legal or regulatory requirements associated with the recruitment process, such as right to work or other immigration checks. Some of the grounds for processing may overlap and there may be several grounds which justify our use of your personal information. Below provides further details on the purposes for which we may process your personal information during the recruitment process.

Progressing your application and internal management of that application

  • Identifying and evaluating applications

  • Assessing skills, qualifications and interest against Mott MacDonald career opportunities,

  • Setting up and conducting interviews and assessments

  • Evaluating, selecting and recruiting applicants

  • Conducting background checks and assessments as required or permitted by applicable local law

  • Contacting third party references provided by applicant to evaluate previous performances or as otherwise necessary in context of recruitment activities

  • Where applicable, informing the Mott MacDonald employee that referred the applicant for the job about the status of the recruitment cycle

  • Managing expenses and reimbursements

Responding to your queries and managing our relationship with you

Our talent acquisition teams communicating with you via our recruitment system and/or your chosen communication channel (eg phone call or SMS and email messaging) to:

  • inform you of available vacancies,
  • provide information relating to an application and to fulfil any requests made by you,
  • offer suitable opportunities for employment within Mott MacDonald, and
  • respond to your ad hoc queries.

Complying with legal obligations arising out of recruitment process

Disclosing personal information to government institutions or supervisory authorities as applicable in all countries in which Mott MacDonald operates, such as record-keeping and reporting obligations, compliance with government inspections and other requests from government or other public authorities, responding to legal processes such as subpoenas, pursuing legal rights and remedies, and managing any complaints or claims.

Responding to any legal claims

Establishing, exercising or defending Mott MacDonald’s legal position.

Assessing and monitoring equality, diversity and inclusion (where permitted by law)

Gender and ethnicity pay gap data used for reporting purposes; identifying and addressing disability support requirements; monitoring and reporting on diversity data and employment trends to ensure that our processes are fair.

Verifying that you are suitable for employment and/or have the right to work in the respective country

This will depend upon applicable local law and the role requirements, for example drivers’ licence and history checks for roles with access to company cars.

Automated Decision-Making

Automated decision-making is the process of making objective decisions by automated means, based on pre-defined criteria, without any human intervention. Where we expect a significant volume of applications for a position, Mott MacDonald may use automated decision-making to help assess the eligibility of candidates for the role. Your application may be automatically declined if your application does not meet the criteria specified in the job description or you do not pass an assessment required for the role.

We will only use automated decision-making where permitted by law, such as where:

  • it is necessary for entering into, or performance of, a contract between you and Mott MacDonald, or

  • we have your explicit consent.

For example, to support our graduate recruitment programmes we often use third party assessment tools. If you apply for a place on one of these programmes, these online assessments will tell us whether you are likely to enjoy working with us and whether you have the overall strengths to be successful at Mott MacDonald. Graduate candidates who successfully pass this assessment (ie meet or exceed the required assessment score) move onto the next stage of the process. Graduate candidates who do not pass the assessment are unable to progress any further in the process. Explicit consent to the use of automated decision-making based on the assessment scores will be requested before you start the assessment.

If you object to our use of automated decision-making, or withdraw your consent, we will stop processing your personal information using those techniques. If you ask us to manually review an automated decision, by contacting careers@mottmac.com, we will manually review the automated decision and confirm whether or not it was correct. See ‘Your rights over your personal information’ for further information about your rights.

Please note that Mott MacDonald is an inclusive employer. We have taken positive action to ensure that the recruitment decisions we make are objective, free from bias and based upon individual skills and potential. For example, our automated decisions never use sensitive (or ‘special categories of’) personal information that could be used to discriminate on the basis of gender, ethnicity, race, religion, etc. You can read more about our inclusive recruitment approach at https://www.mottmac.com/careers/inclusive-recruitment.

Who we may need to share your personal information with

Mott MacDonald will share your personal information with our trusted business partners (including suppliers and service providers) or other third parties only when it is necessary and proportionate to do so. We may share personal information with:

  • External service providers who help us communicate with you and deliver our programmes, products, information and services, process visa and work permit applications, support our technology systems and infrastructure or manage access to our work premises and facilities.
  • Regulatory authorities for visa and immigration purposes, tax audits or investigations.
  • Law enforcement agencies investigating alleged criminal offences by you, another individual or an organisation.

Please note that we will never sell your personal information to another organisation for any purpose.

Processing your personal information in (or from) other countries

We are a global business and our clients and trusted business partners (including service providers and suppliers) are located all over the world. This means your personal information may need to be accessed, stored, used, handled or otherwise processed in countries outside of the one where you are normally located, for the purposes described in this recruitment privacy notice.

Before sharing your personal information across international borders we ensure that appropriate safeguards are in place and that your privacy and data protection rights are protected. Those safeguards will normally include data encryption, role-based access permissions, and legal agreements that facilitate the lawful cross-border transfer of personal information.

How we protect your personal information

We work hard to maintain and improve security measures that prevent personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We limit access to personal information to individuals or organisations who have a legal right of access (for example, regulatory authorities or law enforcement agencies) or a legitimate business need to know, for example line managers, HR professionals and (subject to appropriate contractual terms and conditions) our clients, suppliers and service providers or other third parties.

Our service providers and suppliers will only process personal information under our instructions, and we ensure that all third parties (including clients) are subject to a legal duty of confidentiality. We have put in place procedures to deal with any suspected personal data breaches and will notify you and any relevant regulator or supervisory authority of a breach when required.

All Mott MacDonald People are required to complete mandatory privacy and data protection training on an annual basis. This includes supervisors, line managers, HR professionals and any other colleagues who may be required to access your personal information when carrying out their duties.

Please also see our Information security and Privacy and data protection Group policies for more information.

How long we keep your personal information

We will only keep your personal information for as long as necessary. In certain cases, if required to do so by law (for example, tax, health and safety, immigration, financial audit, litigation or dispute), we may need to keep personal information for an extended period of time. Specific retention periods are defined, recorded and applied by the business unit responsible for the personal information to which they apply.

When your personal information is deleted or destroyed, we ensure that it is safely and permanently disposed of in accordance with any local legal requirements.

Your rights over your personal information

Where we are a controller (responsible for determining why and how your personal information will be processed), Mott MacDonald gives you control over your personal information including:

  • Informing you about our processing of your personal information in relevant privacy notices;
  • Enabling you to withdraw your consent to our processing, where applicable; and
  • Providing you with a copy of the personal information that we hold about you on request.

In most circumstances we will also be able to action your requests to:

  • Rectify or complete your personal information if you inform us that it is inaccurate or incomplete;
  • Erase (delete) the personal information that you hold about you;
  • Restrict our processing of your personal information;
  • Port your personal information to another company; and
  • Manually review any automated decisions about you that may have a significant or legal impact.

Please complete this online form to submit any of the requests listed above.

We endeavour to respond to all valid requests within one month of receipt, or any alternative time period specified by law. It may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated. To help us provide a response in a timely manner, please be as specific as possible when describing both the information you believe may exist and its possible sources.

You will not normally have to pay a fee to exercise any of these rights, and your application will not be affected in anyway. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

In addition to the above, you may also have the right to contact a privacy and data protection regulator in the country, state or province where you are located if you are not happy with how we are processing your personal data. If you need any help identifying the relevant regulator please contact the Privacy and Data Protection Team at privacy@mottmac.com.

Contact us

If you have any questions about this privacy notice please contact careers@mottmac.com for further information.

If you have any specific concerns about this privacy notice, or how we have used your personal information, please contact the Privacy and Data Protection Team at privacy@mottmac.com. If you are located in Singapore, you can also contact the team by dialling 6293-1900. If you are a resident of California, please contact privacyamericas@mottmac.com or dial 800-832-3272.

If you are unhappy with how we have used your personal information, you can register a complaint with the data protection regulator in the country, state, or province where you are located.

If you would like to exercise any of your privacy and data protection rights please contact us using this online form.

Changes to our Recruitment privacy notice

This Recruitment privacy notice was issued in May 2022 and may need to be updated because of changes to our systems and processes or the law. If this happens and we are processing your personal information for recruitment purposes, we will contact you to let you know. We may also notify you in other ways from time to time about the processing of your personal information.

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