SmartestEnergy Ltd. (‘SEL’) is committed to protecting the privacy and security of your Personal Data (defined below), and we want to ensure you understand your rights and our responsibilities. This Recruitment Data Privacy Notice describes how we handle your Personal Data throughout the entire Employee Journey, from recruitment and onboarding, through your working relationship with us, to departure. Capitalised terms are defined in our Glossary at the end of this notice.
This Notice does not form part of any Contract of Employment or other contract to provide services. We may update this Notice at any time, but we will notify you of any significant changes.
This Notice applies to all current and former candidates and recruits whose Personal Data we process. If you fall into one of these categories, or if you represent someone who does (e.g. an employee placement agency), please read this or pass it on. Our full External Privacy Notice for website visitors, clients, prospects, or members of the general public, is available on our website and our full Internal Privacy Notice is available for recruits, candidates and all staff.
Our Privacy Manager is responsible for overseeing and coordinating our privacy program. If you ever have any questions or concerns about how we handle your Personal Data, please contact:
When you’re a candidate, recruit or agency worker, we collect Personal Data about you directly from you through the application and recruitment process (when you email or upload a CV or enquire about opportunities), or from one of our recruitment agencies, through the employee placement agency that placed you with us if you’re a contractor, or through our refer a friend scheme.
Throughout your working relationship with us, we collect Personal Data about you, usually through usage or Technical /IT Data from our network and information systems or based on feedback received from clients or other members of our team, or information you’ve shared with us or generated. We sometimes collect additional Personal Data about you indirectly from third parties, e.g.
For the purposes of recruitment Personal Data is captured in Line with SmartestEnergy’s Privacy Notice & retained for up to 12 Months on BambooHR. This includes: Name, Email, Phone Number, CV upload as entered by candidates into the BambooHR application.
Our chart below summarises what information we collect, why and how we use it and with whom we share it. This chart captures key touchpoints along the employee journey, from recruitment through to departure. If we need to use your Personal Data for an unrelated purpose, we will notify you, explaining the Lawful Basis.
| Why | What | For Whom | Lawful Basis | With Whom |
| Recruitment- New starters and internal roles | Basic ID Contact Referee details Recruitment (all information gathered through the process) Interview & reference check notes CV information | You Your References SEL hiring team HR | Contractual Necessity | HR personnel Line manager Hiring Team Recruitment agency BambooHR |
| Due Diligence | Right to Work Reference checks Background checks Bribery concerns DBS checks for specific roles (e.g. Asset Optimisation, Smart Metering team & other roles in IT) | You References Background check services DBS | Legal Obligation | HR personnel Relevant Line Manager |
| Making and negotiating an employment offer, Acceptance of employment offer | Recruitment Compensation & Benefits Employment details (Offer) Declarations / Acknowledgments Correspondence (if negotiated) | You HR Line Manager | Contractual Necessity | HR personnel Relevant Line Manager Marubeni Payroll (Data Processor) Finance personnel |
| Accommodating special requests or needs | Basic ID Employment details- job title, department (work hours flex time, leave, special requests) Health-related Special Data (workplace adjustments requested/granted) | You HR Line Manager Doctor (if a medical requirement, e.g. doctor’s note, medical certificate) | Legal Obligation | HR On need-to-know basis: Line manager IT Help Desk & Facilities (workstation adjustments) Finance & Marubeni Payroll (re work hours, deductions, etc.) Facilities Management (pass cards) |
| Reporting on Equal Opportunities data | Ethnicity Disability Sexual Orientation Religion/ Belief | You (in aggregated form from voluntary employee self-declarations) | Consent Legal Obligation (Equality Act 2010) | Suppliers HR |