THE INSIGHTS GROUP LIMITED (“Insights”)
RECRUITMENT PRIVACY NOTICE (“Privacy Notice”)
This Privacy Notice sets out how we collect, hold and use personal information about you during the application process. This Privacy Notice complies with the with the retained EU law version of the General Data Protection Regulation ((EU) 2016/679) (UK GDPR) and the Data Protection Act 2018 (DPA 2018).
We are The Insights Group Limited (SC166543), a company registered in Scotland and headquartered at Terra Nova, 3 Explorer Road, Technology Park, Dundee, DD2 1EG. Any reference in this notice to “we” “our”, “us” or “Insights” means The Insights Group Limited and our affiliates. Insights is a "controller”, this means that we are responsible for deciding how we hold and use personal information about you
If you are providing personal information about, or on behalf of, another person, you must make sure that you tell them what you are providing to us, why you are providing it and make them aware of this Privacy Notice. Please do not provide any personal information to us unless you have the right to do so.
We want to ensure that the personal information which we collect, and the processing of it, is proportionate. We will notify you of any changes to the personal information we collect, or the purposes for which we collect and process it by updating this Privacy Notice.
We limit the collection and processing of information necessary to achieve one or more purpose as outlined above. The personal information which we collect will be tailored to your local regulatory requirements, which may include:
· Contact information provided by candidates such as: title, names, addresses, telephone numbers, personal email addresses and fax numbers
· Any relevant identification documents such as a copy of any driving license, passport, birth certificate and proof of current address
· Any relevant evidence proving applicants are entitled to work in the location of the vacancy;
· Any relevant evidence of how applicants meet the requirements of the position, including academic certificates, references, CV/Resumes and information contained within application forms and including any relevant notes from any interviews conducted;
· Any relevant records of correspondence with applicants on both the position and the recruitment process including but not limited to any updates regarding the status of an individual’s application;
· Personal information relating to pre-employment checks which, depending on the role applied for, may include criminal record, credit, and directorship;
· Salary details from previous employers and salary expectations (including benefits and bonuses);
· Relevant Health data, where this is required for us to be able to implement appropriate accessibility measures as applicable;
· Diversity monitoring information (which will not be used to determine outcome of the recruitment process and completion is entirely optional)
· If you are successful, we may gather additional information such as bank details and emergency contact details
Special Category Personal Information
During the application process, we ask you to provide us with special category information as part of our diversity monitoring process to ensure meaningful equal opportunity, monitoring and reporting
Special category information means personal information which relates to your racial or ethnic origin, religious or philosophical beliefs, trade union membership, physical or mental health condition and/or sexual orientation. We will not request special category information beyond the diversity questionnaire unless specifically requested, such as for interview accessibility adjustments.
This information is entirely voluntary, never used in selection decisions, and is anonymised to help us measure our equality, diversity, inclusion and belonging objectives throughout recruitment.
We collect personal information from you when you have applied directly for a position at Insights. We may also collect personal information about you through third partiessuch as recruitment agencies, LinkedIn or through a current employee recommendation. If you are successful, we may also collect information about your previous employers and/or academic institutions.
Generally, we do not rely on consent as a legal basis for processing your personal data although we may ask for consent, where required, to send marketing communications to you via email or text message.
We collect your personal information for the following specified purposes:
1. To help us evaluate your suitability for a specific role with us;
2. To allow us to contact you to discuss your application in more detail;
3. To share information about us, and the role you have applied to;
4. To allow us to make arrangements relating to the recruitment process, such as arranging interviews;
5. To keep you updated about progress of your application;
6. To share information about other opportunities within Insights that might be of interest to you, potentially through targeted e-mailings or newsletters; and
7. To support our diversity monitoring processes;
8. Comply with our legal/regulatory requirements.
We process your personal information based on our legitimate interests in efficiently managing recruitment, evaluating candidates, filling vacancies, and identifying future opportunities aligned with your skills. We've conducted a balancing test confirming this processing is proportionate and doesn't unduly impact your rights, as it primarily involves professional data you've provided when applying.
For successful applicants, we also process your information (particularly for purposes 1-5) to take necessary steps before entering into an employment or services contract.
If you fail to provide the requested information necessary for the consideration your application), we will not be able to process your application successfully.
During the recruitment process, you will not be subject to any decisions that will have a significant impact on you based on automated decision-making.
We share your information with relevant Insights employees involved in recruitment, and with your recruitment agency if applicable. Please ensure that you read any relevant privacy notice of any recruitment agencies before permitting them to pass your personal information to us.
For successful candidates, we'll share information for references and necessary pre-employment checks, informing you beforehand and seeking consent where appropriate. We use SmartRecruiters (SR) to manage applications; they process your CV, application forms, and recruitment communications. When accessing SmartRecruiters' site (www.smartrecruiters.com) they may collect additional information per their privacy policy. It is your responsibility to familiarise yourself with SR privacy policy, date of last update 16 November 2023.
We use a third-party called Trustcruit to measure our recruitment process performance, based on feedback provided by candidates. Trustcruit will temporarily have access to your contact details to send you a questionnaire at the end of the recruitment process. A copy of Trustcruit’s privacy policy can be found at Privacy policy – Trustcruit. This notice specifically excludes questionnaires but the rights described under GDPR remain.
If you are employed with us, you will be required to sign either a contract of employment or of services which may contain additional details about how your personal information will be handled and stored which will be in line with our Employee Privacy Notice.
Personal Information may be held at our offices and those of our group companies
Any data that is processed by SR will be held within SR’S AWS data centre in Frankfurt, Germany.
Data processed by Trustcruit is held on servers based in the EU.
How your personal information is kept secure
We maintain appropriate security measures to protect your personal information, limiting access to those with a business need who are bound by confidentiality obligations. We have procedures to address any unauthorised access and will notify you promptly of any such incidents.
We retain your recruitment data only as necessary. For unsuccessful direct applicants, we keep information for 12 months to consider you for future roles and address any queries, after which all records are deleted. For agency applicants, we also retain data for 12 months but won't contact you directly. We may delete your data earlier if you object and we have no other lawful basis for processing. For successful applicants, your information transfers to our HR department under our employment contract and Employee Privacy Notice.
You have the right to:
· Request access to your personal data (commonly known as a “subject access request”).
· Request correction of the personal data that we hold about you.
· Request erasure of your personal data.
· Object to processing of your personal data.
· Request restriction of processing of your personal data.
· Request the transfer of your personal data to you or to a third party.
· Withdraw consent.
You may access those rights by contacting our Data Protection officer at dpo@insights.com
For questions about this Privacy Notice, contact our Data Protection Officer at dpo@insights.com. You may also raise concerns with the UK Information Commissioner's Office at casework@ico.org.uk.
We may update this Privacy Notice periodically and will notify current candidates via our website, applications and/or through the email address you provided to us. Please check our website regularly for updates and keep us informed of any changes to your personal data.
Last update: 7th July 2025
Date of review: 7th July 2026
