Knight Frank LLP and the Knight Frank Group (hereinafter “Knight Frank”, “we”, “us”, “our”) collect and process personal data relating to you as part of our recruitment process. We are committed to being transparent about how we collect and use this data and to fulfilling our data protection obligations.
We act as the data controller, which means that we are responsible for how we hold and use your personal information. You are receiving this notice because you are applying to work with us (whether as an employee, contractor or consultant). It explains how and why your personal data will be used, as well as the usual retention periods.
Where we work with recruitment agencies or online recruitment platforms, these providers may process your personal data as data processors, acting on our instructions. If you apply via such a platform or via our website, this notice will apply in addition to any relevant group privacy policy.
If you apply directly for a vacancy via our website, the provisions of this privacy notice will apply to the processing of your personal data, in addition to our Group Privacy Statement, which has been provided to you separately or is available on our website.
Data collected
As part of your application for a role within our organisation, we will collect, store and use the following categories of personal data about you:
- Information you have provided in your CV and cover letter
- Information you have provided via our online recruitment portal, including your name, title, address, telephone number, personal email address, date of birth, qualifications, experience, career history and skills
- Any information you provide during an interview or via video if you attend an interview using video interview functionality, including the results of any in-person, remote or online tests (browser-based) that we may ask you to complete as part of the recruitment process
- A record of your progress throughout any recruitment process we conduct
- Details of your visits to the recruitment agency or online recruitment platform website, including but not limited to traffic data, location data, web logs, other communication data, the website that referred you to the agency or recruitment platform, and the resources you accessed
- Information about your current level of remuneration, including benefit entitlements
- Information about your right to work in France or the United Kingdom
- Information collected for equal opportunities monitoring purposes, including your gender, age or disability
We may also collect, store and use information relating to criminal convictions and offences.
We may collect personal data about you from third parties, such as references supplied by former employers. We will only seek such information once a job offer has been made to you.
Your data will be stored in various locations, including your application record, our human resources management systems and our email systems.
Purposes of processing and legal bases
Knight Frank collects and processes your personal data for several reasons and only where we have a lawful basis to do so, as set out below.
Knight Frank has a legitimate interest in processing personal data during the recruitment process and in keeping records of that process. Processing candidate data allows us to manage recruitment, assess and confirm a candidate’s suitability for a role and decide to whom to offer employment. We may also need to process candidate data in order to respond to and defend against legal claims.
In some cases, we need to process personal data to ensure that we comply with our legal obligations. For example, we are required to verify that a successful candidate is authorised to work in France and, where applicable, in the United Kingdom before employment commences if the role requires it.
Knight Frank may also process information relating to a candidate’s disability in order to make reasonable adjustments where necessary. Where we process other special categories of data (such as information relating to gender, age or disability), this is done for the purposes of promoting equal opportunities. Such processing is carried out to enable you or us to comply with legal obligations or exercise rights under employment law, or (where applicable only) to establish, exercise or defend legal claims.
Sensitive personal information
We will use your sensitive personal information as follows:
- Information about your disability status will be used to determine whether we need to make appropriate adjustments during the recruitment process, for example during a test or interview.
We will not use your data for any purpose other than those related to the recruitment process in which you are participating.
Purposes of processing
We will use the personal information we collect about you for the following purposes:
- To assess your application for the role you have applied for
- To consider your application for other roles or future employment opportunities where your skills and experience match our needs
- To assess your skills, qualifications and suitability compared with other candidates
- To carry out reference and background checks, where applicable
- To communicate with you about the recruitment process
- To supplement the information you have provided with data obtained from third-party data providers
- To identify suitable candidates for our vacancies
- To help our service providers (such as processors or data providers) and Partners (such as job boards through which you may have applied) improve their services
- To keep records related to our recruitment processes
- To comply with legal or regulatory obligations
It is in our legitimate interest to decide whether to appoint you to the role for which you are being considered, as recruiting a suitable candidate would be beneficial to our business.
We must also process your personal data in order to decide whether to enter into an employment contract with you (or a contract for services, where applicable).
Recipients of the data
Your personal data may be shared internally within Knight Frank for the purposes of the recruitment process. This includes members of the Human Resources team, interviewers and managers within the relevant business unit.
We will not share your data with third parties unless your application is successful and an offer of employment is made. In that case, certain information may be shared with:
- your former employers, for the purpose of obtaining professional references;
- other entities within the Knight Frank Group, for management, reporting or performance monitoring purposes;
- and, if you are applying for a senior position, our Associates/Partners.
Your personal data may also be disclosed to regulatory bodies or competent authorities where required by law or to comply with a legal obligation.
Security and confidentiality
Knight Frank places great importance on the security of your personal data.
We have implemented appropriate technical and organisational measures to prevent accidental loss, unauthorised access, use, alteration or disclosure of your personal data.
Access to your data is strictly limited to employees, contractors, processors and third parties who have a legitimate business need to access it.
These individuals process your personal data only on Knight Frank’s instructions and are subject to a duty of confidentiality.
We have also implemented internal incident management procedures to respond promptly in the event of a suspected data breach.
Where required, we will notify affected individuals and the relevant supervisory authority in accordance with applicable legal requirements.
Data retention
If your application is unsuccessful — including unsolicited applications — your personal data will be retained for a maximum period of 12 months from the date of last contact with Knight
Frank.
At the end of this period, your data will be deleted or destroyed unless retention is necessary for the establishment or defence of legal claims.
We may retain certain applications and personal data beyond this period solely for the purpose of informing you of future employment opportunities within the company.
In such cases, your prior consent will be obtained. You will be informed of our data retention policy and may withdraw your consent at any time if you no longer wish your data to be retained.
If your application is successful, the personal data collected during the recruitment process will be transferred to your personnel file and retained for the duration of your employment.
Applicable retention periods for employee data will be detailed in a separate privacy notice.
Your rights in relation to your personal data
Under certain circumstances, the law grants you the following rights:
- The right to request access to your personal data (commonly known as a “data subject access request”), allowing you to receive a copy of the personal data we hold about you and to verify that it is being processed lawfully
- The right to request correction of inaccurate or incomplete personal data
- The right to request erasure of your personal data where there is no longer a legitimate reason for processing it, or where you have exercised your right to object
- The right to object to processing based on legitimate interests where your particular situation warrants such objection, and the right to object to processing for direct marketing purposes
- The right to request restriction of processing, for example while we verify the accuracy of your data or the reasons for processing
- The right to data portability, i.e. the transfer of your personal data to another data controller
To exercise any of these rights, please contact: dataprotection@knightfrank.com
Right to withdraw consent
When you applied for a position, you provided your consent to the processing of your personal data as part of the recruitment process. You have the right to withdraw this consent at any time.
To withdraw your consent, please email: dataprotection@knightfrank.com
Upon receipt of your request, we will cease processing your application and securely delete your personal data in accordance with our data retention policy.
Right to lodge a complaint
We hope to address any questions or concerns you may have regarding the use of your personal data.
In accordance with the General Data Protection Regulation (GDPR), you also have the right to lodge a complaint with the relevant supervisory authority.
In France, this is the Commission Nationale de l’Informatique et des Libertés (CNIL), which can be contacted via its website or by post at:
CNIL – 3 Place de Fontenoy – TSA 80715 – 75334 Paris Cedex 07.
Contact
Any questions, comments or requests relating to this candidate data protection policy should be sent to:
dataprotection@knightfrank.com
If you do not provide certain data
You are under no statutory or contractual obligation to provide your personal data to Knight Frank during the recruitment process. However, if you do not provide this information, we may not be able to process your application.
