Sphere Bio values your privacy and complies with GDPR. This notice explains how we collect, use, and protect your personal data during recruitment. It is for informational purposes only and not a contract.
What data do we collect?
• Information from your CV, cover letter, and emails.
• Details you share during the application process and interviews.
• Proof of your right to work.
• References details.
• Sensitive data (health-related information for reasonable adjustments, criminal record checks where required).
Sources of data:
• You, the candidate.
• Recruitment agencies.
• Your named referees.
• Publicly accessible sources (e.g., LinkedIn).
Why do we process your data?
• To take necessary steps before employment.
• To fulfil legal obligations (e.g., right-to-work checks).
• To manage recruitment, assess suitability, and keep records.
• To defend against legal claims if needed.
• Sensitive data may be used for equal opportunity monitoring or legal compliance.
Who has access to your data?
• Relevant HR, hiring managers, and IT staff.
• Third-party onboarding providers (with security measures in place).
How do we protect your data?
• Security measures to prevent unauthorized access, loss, or leaks.
• Notification of data breaches to you and relevant authorities.
AI in recruitment:
• Applicants may use AI for research and application responses, but final work must be their own.
• Our applicant tracking system might use CV parsing, but AI will not be used in final decision-making.
Transfers outside of the UK or EEA:
• Service providers may transfer data outside the UK/EEA with protections under UK data laws.
How long do we keep your data?
• Unsuccessful applications: retained for 12 months, then deleted.
• Future opportunities: consent required to keep data.
• Successful applicants: data transferred to personnel files.
Your rights:
• Access, correct, or delete your data.
• Object to processing based on legitimate interests.
• Restrict processing if data is inaccurate or disputed.
• Contact HR to exercise your rights or complain to the Information Commissioner.
What if you don’t provide data?
• Providing data is voluntary, but necessary for processing your application. Right-to-work proof and references are mandatory if hired. Equal opportunity data is optional.
Automated decision-making:
• No hiring decisions are made solely through automation.
Changes to this notice:
• Updates may occur at any time. Contact HR for questions at human.resources@spherebio.com
