Mott MacDonald Group Limited, company number 1110949, (“we”, “us”, “our”) is a "data controller" when appointing freelance consultants. This means that we are responsible for deciding how we hold and process personal information about you during the freelance consultant appointment process (the “Appointment Process”). “Processing” includes collecting, storing, handling, sharing, transferring, accessing and deleting your personal information. Please keep in mind that “Personal Data” means any information or set of information from which we are able, directly or indirectly, to personally identify you, in particular by reference to an identifier e.g. name and surname, email address phone number etc.
This Notice covers how we collect and use your Personal Data in the context of our CST Database, for example when we contact you for freelance consultancy opportunities or when you apply for a role offered by us, or otherwise interact with us in your capacity as a freelance consultant.
By engaging in our Appointment Process, you agree to our collection, storage, use, transfer, and disclosure of your Personal Data, including any sensitive information you elect to submit as described in this Privacy Notice.
This Notice covers:
i. Why, and how, we collect and process your Personal Data
ii. What types of Personal Data we collect about you
iii. How we use the Personal Data we collect in the Appointment process
iv. How long we retain your Personal Data for
v. Your responsibilities, and your rights
vi. Compliance with this Notice; and
vii. Changes to this Notice.
Why, and how, do we collect and process your Personal Data?
We collect information through the Appointment Process, either directly from you or sometimes indirectly, for example from another consultancy organisation. We collect this information to progress your application because it is in our legitimate interests to recruit the right freelance consultants for opportunities on our projects, to consider you for future opportunities (where appropriate and you have agreed to this). We may also need to process your Personal Data in order to fulfil legal or regulatory requirements associated with the Appointment Process, such as right to work checks. We may use Personal Data for equal opportunities monitoring. Some of the grounds for processing may overlap and there may be several grounds which justify our use of your Personal Data.
What types of Personal Data do we collect about you?
Below is a non-exhaustive overview of the categories of Personal Data that we may process during the Appointment Process.
Categories of Personal Data
Examples of types of Personal Data we may collect
Personal identification data
Name, title, gender, country, date of birth, military status (only in certain countries, such as US), nationality, ID documentation
Contact information data
Email, phone, address
Network traffic data and other related data
Identification numbers, location data, online identifiers, IP address, cookies, device ID, websites visited, language settings
Account login information
Login ID, other information used to access and/or secure systems and applications including the careers website
Personal Data regarding qualifications and career development
Any information contained in CVs and additional documents containing personal details (e.g. diplomas, certificates) as provided by applicants, assessments and/or test evaluation information, evaluations of interviews conducted with applicants, educational and employment background, job qualifications, roles for which the applicants would like to submit an application, willingness to relocate, driver’s license information, any additional information such as transcripts, employment references and related information, compensation requests.
Information resulting from background or employment check and/or reference
Special categories of Personal Data (such as your race or ethnicity, religious beliefs, disability and sexual orientation)
When permitted by local law;
Note: We process special categories of data in order to comply with legal obligations and internal policies, such as relating to diversity and anti-discrimination.
Data relating to criminal records to the extent that a client, process or law requires us to ask for this information.
Compensation and payroll
Bank account information (to support expenses of certain applicants), desired salary, current salary, compensation, and benefits.
Any other information that you decide to voluntarily share with Mott MacDonald
Feedback, opinions, information provided in emails and letters, during telephone calls and conversations.
Images and/or videos from which may be identified
Pictures uploaded into CV or otherwise provided to us by you. If you visit our premises, for security reasons we might also record your Personal Data through video or other electronic, digital, or wireless surveillance system or device (e.g. CCTV). Any personal data collected from use of CCTV will be used by us for the purposes of ensuring the safety and security of staff or those people coming onto our premises.
Please note that your election not to provide any of your Personal Data as required or requested in the context of the Appointment Process, may have an effect on your ability to participate in the Appointment Process.
Information we may collect from other sources
To the extent permitted by applicable law, in addition to our freelance consultant appointment channels or careers website, we may also obtain information about you from other sources, such as through your interactions with Mott MacDonald personnel during the interview process or from third parties, such as agents. We may also obtain information from other websites on the Internet (subject to such third party’s 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 do we use your Personal Data?
We may use your Personal Data during the Appointment Process and for the purposes of connecting you with consultancy opportunities on projects. Below you will find an overview of the purposes for which we may process your Personal Data during the Appointment Process.
The reasons why we may process your Personal Data
Progressing your appointment and internal management of that process.
Identifying and evaluating freelance consultants, assessing skills, qualifications and interest against Mott MacDonald consultancy opportunities, to set up and conduct interviews and assessments, to evaluate, select and freelance consultants, to conduct background checks and assessments as required or permitted by applicable local law to contact third party references provided to evaluate previous performances or as otherwise necessary in context of appointment activities, managing expenses and reimbursements
Relationship management with you as part of the Appointment Process
To contact you by phone call or email messaging, to inform you of available consultancy opportunities and potential roles, to provide information relating to an opportunity, to fulfil any requests made by you and to offer suitable consultancy opportunities within Mott MacDonald
Compliance with legal obligations arising out of Appointment Process
Disclosing Personal Data 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.
Defence of legal claims
Establishment, exercise or defence of legal claims to which Mott MacDonald is subject.
When do we share your Personal Data?
To fulfil the purposes for which your Personal Data has been collected we may disclose your Personal Data to the following entities
Mott MacDonald group companies
Due to our global nature, your Personal Data may be shared with certain Mott MacDonald group companies. Access to your Personal Data within Mott MacDonald will be limited to those who have a need to know the information, for the purposes described in this Notice, and may include project managers and proposal managers and other selected personnel within Mott MacDonald
Third party service providers
Like many businesses, we may outsource certain Personal Data processing activities to trusted third party service providers to perform functions and provide services to us, such as:
We do not allow our third-party service providers to use your personal data for their own purposes.
Public and Governmental Authorities and regulators
When required by law, or as necessary as part of the Appointment Process, we may share your Personal Data to entities that regulate or have jurisdiction over Mott MacDonald
We may share your Personal Data with other parties including professional advisors, such as lawyers or other outside professional advisors.
Other parties in connection with corporate transactions and in connection with the performance of our contract with clients/prospective clients.
We may also, from time to time, share your Personal Data in the course of corporate transactions, such as during the reorganisation of a business. We may also need to share your personal data when we bid for work or where clients or potential clients require information in order to comply with our contractual obligations to that client or potential client.
When do we transfer your Personal Data abroad?
Due to our global nature, the Personal Data you provide to us may be transferred to or accessed by Mott MacDonald group companies and trusted third parties from many counties around the world. As a result, your Personal Data may be processed outside the country where you live if this is necessary for the fulfilment of the purposes described in this Notice.
To ensure that your Personal Data will be adequately handled in such circumstances, each Mott MacDonald entity has entered into Standard Contractual Clauses as approved by the European Commission/ European Data Protection Board. These Contractual clauses make your individual rights enforceable across the group.
There may be transfers of your Personal Data to trusted third parties or our clients based outside the EEA for the purposes of us providing our services to them and/or where we may be entering into a contract to provide our services. If this is the case, adequate procedures will be in place for the protection of your Personal Data.
We may market to you on the basis that we have legitimate interests to market our business and we may wish to send you relevant news, information and invitations that may be of interest. We will therefore rely on legitimate interests as our legal basis for processing your personal data for this purpose, however we will balance this against your rights as a data subject and will no longer market to you if you wish to unsubscribe from receiving such marketing communications directly to your contact details. Alternatively, where we do not have a legitimate interest to market to you, then we will seek your consent to do so, which will then be our legal basis for contacting you in that way.
We keep your Personal Data for the period necessary to fulfil the purposes for which it has been collected.
The criteria used to determine our retention periods include:
- How long is the Personal Data needed to connect you with future consultancy opportunities.
- Are we subject to a legal, contractual, or similar obligation to retain the Personal Data? Examples can include mandatory data retention laws in the applicable jurisdiction, government orders to preserve Data relevant to an investigation, or Data that must be retained for the purposes of litigation.
CCTV images will be retained for as long as is necessary to ensure there are no issues relating to safety and security that need to be addressed and then only for so long as needed to deal with such issues. If there are no issues to address, then such footage shall be kept for no longer than we believe is reasonably necessary.
Your responsibilities, and your rights
We would like to remind you that it is your responsibility to ensure, to the best of your knowledge, that the Personal Data you provide us with is accurate, complete, and up-to-date. Furthermore, if you choose to share Personal Data of other people (such as dependents) with us, it is your responsibility to collect such Personal Data in compliance with local legal requirements. For instance, you should inform such other people, whose Personal Data you provide to the Company, about the content of this Notice and obtain their consent (provided they are legally competent to give consent) for the use of that Personal Data by the Company as set out in this Notice (including transfer and disclosure).
If you would like to review, change, restrict, or delete the Personal Data you have supplied to us (to the extent Mott MacDonald is not otherwise permitted or required to keep such Personal Data), if you wish to object to certain data processing operations (as permitted by applicable law), or if you would like to receive a copy of your Personal Data (in a common machine readable format, to the extent such is required by applicable law), then you can complete this form.
We will do our best to address your request in time and free of charge, except where it would require a disproportionate effort and we may decline your request or charge a reasonable fee for responding to your request. In certain cases, we may ask you to verify your identity before we can act on your request.
If you are unsatisfied with the reply received, you may then refer your complaint to the relevant supervisory authority or other competent body in your jurisdiction.
Compliance with this notice
We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO at email@example.com. You have the right to make a complaint at any time to the Information Commissioner's Office, the UK supervisory authority for data protection issues or to the relevant supervisory authority or competent body in your jurisdiction. This Notice does not override any applicable national data privacy laws and regulations in countries where Mott MacDonald operates.
Changes to this notice
This privacy notice may be updated at any time to take into account any changes to our processes. We may also notify you in other ways from time to time about the processing of your personal information. If you have any questions about this privacy notice, please contact our DPO at firstname.lastname@example.org