What does this Privacy Notice cover?

This Privacy Notice provides information about personal data which are processed by a company or companies within Pond, Robinson & Associates in relation to individuals who apply to work for, or who request an opportunity of business. This includes prospective employees, interns and contractors.
This Privacy Notice explains what personal data we process about you, why we are processing your personal data and for which purposes, how long we hold your personal data for, Pondrobinson.com

Who is responsible for any personal data collected?

Depending upon your location, the company identified as Pond, Robinson & Associates company is responsible for processing your personal data, either solely or jointly with its affiliates within Pond, Robinson & Associates.
We do not intentionally collect personal data of individuals under 16 years old. If you are under 16 years old (or a different age to reflect local legal requirement as communicated on the Pond, Robinson & Associates website in your location) please do not send us your personal data for example, your name, address and email address. If you wish to contact Pond, Robinson & Associates in a way which requires you to submit your personal data (such as for education or innovation events) please get your parent or guardian to do so on your behalf.

What personal data do we process about you? Collection of information

We process personal information relating to individuals who apply to work for, or who request an opportunity of business.
This includes personal contact information, date of birth, whether you have the legal right to work in the country in which you have applied, your application for employment, your qualifications and experience, results of interviews and assessments.

Sensitive personal data

For the purposes of recruitment, special categories of data (‘sensitive personal data’) including personal data regarding health data may be processed only as strictly required and as permitted or required by local law for the purposes of adjusting the recruitment process, for assessing eligibility for positions and fitness to work and provision of facilities in the workplace to accommodate health problems or for the establishment, exercise or defense of claims.
In addition, in order to ensure equal employment opportunities as permitted or required by local law, we may also gather additional sensitive personal data regarding Applicants, including their nationality, racial and/or ethnic origin.

For what purposes do we process your personal data?

We process your personal data for the following purposes:

• Human Resources, personnel management, business process execution and internal management – including resource planning, and recruitment;
• Health, safety and security – including protection of an individual’s life or health, occupational health and safety, protection of Pond, Robinson & Associates assets and staff, authentication of individual status and access rights;
• Legal and/or regulatory compliance – including compliance with legal or regulatory requirements; or
• Management reporting and analysis – including statistical analysis and surveys regarding the quality of the recruitment process.

We may also process your personal data for a secondary purpose where it is closely related, such as:

• Storing, deleting or anonymising your personal data;
• Fraud prevention, audits, investigations, dispute resolution or insurance purposes, litigation and defence of claims; or
• Statistical, historical or scientific research.

Why do we process your personal data?

We only process personal data of Applicants:

• In order to take steps at the request of the Applicant prior to entering into a contract;
• Where it is necessary to comply with a legal obligation to which the relevant is subject to ensure compliance with applicable employment, social security laws and regulations;
• Where it is necessary for the legitimate business interests of Pond, Robinson & Associates (such as ensuring compliance with legal obligations other than those related to employment or social security, the protection of Pond, Robinson & Associates assets, reputation and Pond, Robinson & Associates employees and contractors) except where such interests are overridden by the interests or fundamental rights and freedoms of the Applicant; or
• (only if legally required) with the explicit consent of the Applicant.
• In those cases where processing is based on consent and subject to applicable local law which provides otherwise, you have the right to withdraw your consent at any time. This will not affect the validity of the processing prior to the withdrawal of consent.

Who will we share the personal data with?

Your personal data are exclusively processed for the purposes referred to above and will not be shared to any other person or company.

Security of your personal data

We have implemented technology and policies with the objective of protecting your privacy from unauthorized access and improper use and will update these measures as new technology becomes available, as appropriate.

How long do you hold my personal data for?

Subject to different retention periods set out in the privacy notice in your location, we hold personal data of unsuccessful Applicants for at least 6 months but no longer than two years after the recruitment process or assessment has completed. Information may be held for a longer period of time where there is a legal or regulatory reason to do so (in which case it will be deleted once no longer required for the legal or regulatory purpose).

Your rights in relation to your personal data

We aim to keep our information about you as accurate as possible. You can request: access to your personal data; correction, or deletion of your personal data (but only where they are no longer required for a legitimate business purpose); that the processing of your personal data is restricted; and/or that you receive personal data that you have provided to Pond, Robinson & Associates, in a structured, digital form to be transmitted to another party, if this is technically feasible.
Please contact

Who can you contact if you have a query, concern, complaint, about your personal data?

If you have any issues, queries or complaints regarding the processing of your personal data please send an email at the following address:

Cookies and similar technologies

Pond, Robinson & Associates may use cookies and similar technologies that aim to collect and store information when you visit a Pond, Robinson & Associates website. This is to enable Pond, Robinson & Associates to identify your internet browser and collect data on your use of our website, which pages you visit, the duration of your visits and identify these when you return so that we improve your experience when visiting our website(s). You can control and manage your cookies preferences by adjusting your browser settings.

Changes to this Privacy Notice

This Privacy Notice may be changed over time. You are advised to regularly review this Privacy Notice for possible changes. This Privacy Notice was last updated in August 2024.