Candidate Privacy Notice

What is the purpose of this document?

Pencil AI Limited is committed to protecting the privacy and security of your personal information. This Privacy Notice describes how Pencil and its affiliates, and related entities (collectively, "Pencil," "we," or "us") collect and process personal information about you during the application and recruitment process. This Privacy Notice applies to job applicants only.

Data protection principles

We will comply with data protection law and principles, which means that your data will be: 

• Used lawfully, fairly and in a transparent way.
• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept only as long as necessary for the purposes we have told you about.
• Kept securely.

How is your personal information collected?

We collect personal information about candidates from the following sources:

• You, the candidate.
• Recruitment agencies / Talent Consultancy firms. 
• Where applicable, our background checking providers, including Zinc.
• Your named referees, from whom we collect the following categories of data.
• Other publicly accessible sources. For example Linkedin, Google Jobs, Indeed and other social or public sources. 

Personal information we hold about you

In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:

• The information you have provided to us in your curriculum vitae and covering letter.
• The information you have provided on our application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications, annual salary
• Any information you provide to us during an interview.
• Right to Work documentation including passports, national ID cards and other immigration status documents. 
• Information obtained from sources other than yourself previously referred to in this notice.

We may, where the applicable law in the country in which you are permits it, also collect, store and use the following types of more sensitive personal information:

• Information about your race or ethnicity, religious beliefs and sexual orientation.
• Information about your health, including any medical condition, health and sickness records.
• Information about criminal convictions and offences.
• We may also collect information about any reasonable adjustments you may require to participate in the recruitment process. This may include information relating to health, disability, neurodiversity, religious observance, caregiving responsibilities, or other accessibility needs. Provision of this information is voluntary.

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