Careers at Esland

Esland (“we”, “us”) are 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.

For the purpose of the General Data Protection Regulation (“GDPR”) the Data Controller is Esland.

Use of Recruitment Technology and AI

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.

Pinpoint includes automated and AI‑enabled tools that help us manage applications, organise candidate information, support searches for potentially suitable candidates, and assist with recruitment and onboarding administration.

These tools do not make decisions about recruitment outcomes.

All shortlisting, interview, offer, and appointment decisions are made by Esland staff with appropriate human judgment and oversight. There is no solely automated decision‑making that produces legal or similarly significant effects.

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 at interviews and/or by any other method.
In particular, we process 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.
If you contact us, we may keep a record of that correspondence.
Details of your visits to our careers 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.

Information we collect from other sources

Pinpoint provides us with the facility to link the data you provide to us with other publicly available information about you that you have published on the Internet – this may include sources such as LinkedIn and other social media profiles.

Pinpoint’s technology enables us to search various databases, which may include your personal data, to find possible candidates to fill our job openings. Where we find you in this way we will obtain your personal data from these sources.

Uses made of your information

Lawful basis for processing

We rely on legitimate interests as the lawful basis for processing your personal data. Our legitimate interests are the recruitment and onboarding of staff for our organisation, while ensuring appropriate safeguards and respect for your rights.

Purposes of processing

We use your personal information to:

Consider your application for a role you have applied for
Consider your suitability for other relevant roles
Communicate with you throughout the recruitment and onboarding process
Support recruitment and onboarding administration using automated and AI‑enabled tools, with appropriate human oversight
Enhance information we receive from you with relevant information obtained from lawful third‑party sources
Identify potential candidates for current or future vacancies
Help Pinpoint improve its services (in aggregated or anonymised form where possible)

Automated Processing and Profiling

We may use automated processing and profiling tools within the Pinpoint platform to help identify, organise, or group candidates based on criteria relevant to the role (for example skills, experience, or qualifications).

Any automated processing is used to support decision‑making only.

All recruitment and employment decisions are made by Esland personnel and are not based solely on automated processing.

You have the right to object to profiling or automated processing in certain circumstances, as set out below.

How we store your personal data

Security

We take appropriate measures to ensure personal data is kept secure, including protections against accidental loss, misuse, unauthorised access, alteration, or disclosure. Access to personal data is limited to staff with a genuine business need and subject to confidentiality obligations.

We also maintain procedures for responding to suspected data breaches and will notify you and any relevant regulator where legally required.

While we take steps to protect your data, transmission of information over the internet is not completely secure and is undertaken at your own risk.

Where we store your personal data

The data that we collect from you and process using Pinpoint’s Services will be transferred to and stored at one of several datacentre locations in Amsterdam (Netherlands) and may be synchronised to one of several datacentre locations in London (United Kingdom) for backup and redundancy purposes. By submitting your personal data, you agree to this transfer, storing or processing.

How long we keep your personal data

We retain all candidate data for a period of 48 months from the time of application. 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

Under the General Data Protection Regulation you have a number of important rights. In summary, those include rights to:

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 those data to a third party in certain situations
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
claim compensation for damages caused by our breach of any data protection laws.

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, proving your identity and address and confirming which information to which your request relates

How to complain

We hope that we can resolve any query or concern you raise about our use of your information. Please contact us at Recruitment@esland.co.uk.

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred.