Privacy Policy

This privacy policy sets out how BioClavis Ltd. uses and protects any information that you give us when you use this website or otherwise interact with this company.

BioClavis Ltd. is committed to ensuring that your privacy is protected.  We regularly review the technical and administrative protections that we have in place and you can be confident that we work within the rules set out in applicable data protection regulations.

Our policy is set out below, however, we reserve the right to make changes from time to time so you should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 12th September 2022.

Scope of this Statement. 

This Statement covers the personal data and information (hereinafter “Personal Information”) we collect through this site and other channels.  Personal Information is data that identifies you personally, either alone or in combination with other information available to us.  Examples of Personal Information include your name, address and email address.

Your consent. 

By using this site you are accepting the practices described in this Policy.  If you do not agree to this Policy, please do not use this site.  We reserve the right to make changes to this Policy at any time.  Any changes will be posted in this Policy and material changes will generally apply only to activities and information collected on a going forward basis.  We encourage you to regularly review this Policy to make sure you are aware of any changes and how your information may be used.

What Personal Information we collect.

We may collect the following information:

  • Name and email address

  • Where you correspond with us any information included in your signature block or that is contained in the correspondence

  • Demographic information such as preferences and interests

  • Other information relevant to enquiries

What we do with the Personal Information we gather.

We require this information to understand your needs and to be able to respond to you or in relation to any existing or potential commercial collaboration, and in particular for the following reasons:

  • Internal record keeping.

  • Tax and financial reporting

  • Preparing proposals, contracts or other legal documents relating to potential commercial collaboration and services

  • Processing job applications

Security.

Unfortunately, no data transmission over the Internet or any other network can be guaranteed as 100% secure, but we take appropriate steps to try and protect the security of your personal data.

Links to other websites.

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Email communications.

Emails we send may contain tracking in them, for example emails with invoices, quotes or purchase orders attached.

Our basis for holding and using your data.

In general we will be relying on what are called “legitimate interests”.  This includes situations where we are in correspondence because either you or we are interested in obtaining professional services from each other or where one of us is the client of the other.

We retain personal information processed by us for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation).  For example, job applications are generally destroyed 6 months after receipt.  Your data will not be used for any other purpose than that for which you supplied it or in relation to our legal obligations and will not be shared with persons who are not associated with that purpose without your consent.

Data that are not acquired in relation to a specific project will (notwithstanding the above) be regularly reviewed and deleted when it is no longer relevant or of use.

Controlling your personal information.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

You may request details of personal information which we hold about you under the Data Protection Act 1998. If you would like a copy of the information held on you please write to BioClavis Ltd. at Carus House, 201 Dumbarton Road, Clydebank, G81 4XJ or email dpo@bioclavis.co.uk.

If you believe that any information we are holding on you is incorrect or incomplete, please write to our email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

Recruitment privacy notice

Data protection officer can be contacted at: dpo@bioclavis.co.uk

As part of any recruitment process, the organisation collects and processes personal data relating to job applicants. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does the organisation collect?

The organisation collects a range of information about you. This includes:

·       your name, address and contact details, including email address and telephone number;

·       details of your qualifications, skills, experience and employment history;

·       information about your current level of remuneration, including benefit entitlements;

·       whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process; and

·       information about your entitlement to work in the UK.

The organisation collects this information in a variety of ways. For example, data might be contained in application forms, CVs, information obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

The organisation will also collect personal data about you from third parties, such as references supplied by former employers.

Data will be stored in a range of different places, including on your application record, recruitment management systems and on other IT systems (including email).

Why does the organisation process personal data?

The organisation needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.

In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.

The organisation has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the organisation to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. The organisation may also need to process data from job applicants to respond to and defend against legal claims.

The organisation processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.

The organisation will not use your data for any purpose other than the recruitment exercise for which you have applied.

Who has access to data?

Your information will be shared internally for the purposes of the recruitment exercise. This includes managers involved in the recruitment process and those who are involved in the administration of the recruitment process. 

The organisation will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The Organisation will then share your data with former employers and external agencies in relation to background checks.  These will be fully explained to you as part of the recruitment process. 

The organisation will not transfer your data outside the UK.

How does the organisation protect data?

The organisation takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

For how long does the organisation keep data?

If your application for employment is unsuccessful, the organisation will hold your data on file for 6 months after the end of the relevant recruitment process. At the end of that period  your data is deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;

  • require the organisation to change incorrect or incomplete data;

  • require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;

  • object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing; and

  • ask the organisation to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the organisation's legitimate grounds for processing data.

If you would like to exercise any of these rights, please contact dpo@bioclavis.co.uk

If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner (ICO).

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to the organisation during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all. If your application is successful, it will be a condition of any job offer that you provide evidence of your right to work in the UK and satisfactory references.

Automated decision-making

Recruitment processes are not based solely on automated decision-making.