Recruitment Privacy statement for Helm Trust Company Limited
Helm Trust Company Limited and its affiliates (“Helm”) are regulated for the conduct of trust company service business by the Jersey Financial Services Commission in accordance with the Financial Services (Jersey) Law 1998.
The registered office of Helm is located at:
17 Bond Street, St. Helier, Jersey JE2 3NP, Channel Islands
Helm is committed to protecting the privacy of external and internal applicants. When an applicant applies by sending their CV by hard copy or email for a vacancy at Helm to the Human Resources Manager, Helm collects information (personal data) about the applicant. Helm uses the applicant’s personal data in a fair and lawful manner, this means that Helm will collect and process personal data in accordance with applicable privacy laws. Protecting the privacy and personal data of applicants is of the utmost importance to Helm and is a significant aspect of the way Helm creates, organises and implements recruiting activities. This privacy statement is intended to inform applicants with regard to Helm’s processing of recruitment data and is applicable to Helms recruitment and selection activities. This recruitment privacy statement may be modified from time to time to comply with applicable laws or to reflect updated business practices. Please check Helm’s website for the latest version as there is no prior notice for updates.
Personal information (applicant data) submitted by an applicant to Helm will only be used by Helm to support a responsible, effective and efficient recruitment and selection process. Helm will collect and process applicant data from unsolicited applications and from recruitment agencies. Helm will process applicant data for recruitment purposes only. Helm recruitment purposes are: matching applicant data with Helms current open positions, communicating Helm recruitment and selection procedures, contacting applicants to schedule interviews and sending information to applicants about other relevant vacancies. Processing includes; obtaining, recording, holding, organizing, transferring, adapting, amending, recovering, consulting, using, limiting, disclosing by transmission, disseminating or otherwise making available, aligning, blocking, destroying and erasing recruitment data.
3. Applicant data
Helm collects and processes applicant data (required and optional) which an applicant provides directly, via letters of introduction and attached CV’s either by post, e-mail or staff referral. Helm also collects and processes applicant data through personal contacts, phone calls or e-mail. Examples of applicant data include, but are not limited to: applicant contact details (name, gender, address, language, etc.), applicant education (academic, courses, etc.) work history (previous employers, references, etc.)
Helm does not collect or process any sensitive applicant data, such as data that reveals your race or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, health or sex life. If, owing to certain circumstances, Helm does collect sensitive applicant data, the applicant’s explicit prior written consent will be obtained. Please note that by providing Helm with unsolicited sensitive applicant data, the applicant consents to Helms’s processing of this sensitive applicant data for recruitment purposes.
The applicant data that Helm collects and processes will be adequate, relevant and not excessive relative to the specified purposes for which the applicant data are collected and processed. Applicant data will be as accurate as possible and, as necessary in accordance with applicable laws, kept up to date by applicants and Helm.
Helm may disclose certain applicant data to a supplier or contractor organisation supplying services which require the use and/or creation of applicant data for the purposes described in this privacy statement and in accordance with applicable laws. In these limited instances, selected third parties may access applicant data. Prior to disclosing any information to any third party, Helm will ensure that all third party recipients are bound to strict standards of security. In the event of a merger and/or acquisition, Helm may disclose an applicant’s information to the third party involved in such merger and/or acquisition but only to authorised personnel involved in the recruitment process.
Helm does not sell or trade applicant data to any third party. Helm may be obliged to disclose certain applicant data to third parties, such as government authorities, in accordance with applicable laws. It may also be necessary for Helm to disclose applicant data so as to protect the legal rights of Helm, again in accordance with applicable laws.
As Helm operates solely in Jersey there will be no need to process and transfer application data to other jurisdictions.
Helm will retain applicant data during the recruitment and selection process. Helm will only retain applicant data after the recruitment and selection process if there is a legal obligation to do so (e.g. equal opportunity requirements in local employment laws). Helm will not retain unsuccessful applicants CVs on file for future vacancies and applicants will need to apply for future roles by supplying an up to date CV. Without prejudice to local legislation, applicant data will be kept for a maximum of 1 year (i.e. the end of the calendar year following your application). This implies that retention periods in local legislation always need to be taken into account and complied with. After the retention period the applicant data will be completely deleted from Helm’s system.
Helm uses a number of technical, physical and organisational security measures to assure the integrity, confidentiality and availability of applicant data. Helm has implemented security technologies to protect the stored applicant data from unauthorised access, improper use, alteration, unlawful or accidental destruction and accidental loss. Helm continues to enhance its security procedures as new technology becomes available. Access to applicant data is limited to Helm processors who are involved in Helm recruitment activities. Helm processors who have access to applicant data are obliged to respect the privacy of applicants visiting Helm’s website and the confidentiality of their applicant data. Helm ensures adequate security to protect manual and electronic processing of applicant data and prevent its misuse, all in accordance with applicable local legal requirements. Helm also ensures (contractually) that third parties and affiliates processing applicant data on Helms’s behalf, will observe similarly adequate security measures again in accordance with applicable local legal requirements.
8. Applicant’s rights
An applicant has the right to access his or her applicant data that Helm holds. An applicant has the right to request Helm to correct his or her applicant data. Correction also implies supplementing, deletion, blocking or ensuring in another way that applicant data will no longer be used. Helm only has an obligation to correct applicant data when the data is factually inaccurate, incomplete or irrelevant to the purpose for which Helm processes the data.
9. Contact information
Please send any questions, comments or issues about this privacy statement or Helm’s applicant data collection and processing activities to:
Human Resources Manager