Processing of (personal) data by the entity in charge of the online application process

1. General Information

This Recruitment Data Privacy Statement explains how GCS Insight LLP (“GCS”, “we”, “us”) processes and protects the personal data you provide when applying for a role with us via our online application system (Personio), email, or any other recruitment channel. It applies exclusively to data collected and processed as part of the recruitment and hiring process.

2. Data Controller

The data controller responsible for processing your personal data is:

GCS Insight LLP
1 King William Street
London EC4N 7AF
United Kingdom
Email: careers@gcsinsight.com
Company No.: OC420422
Registered in England and Wales

If you have any questions regarding how we handle personal data or wish to exercise your rights, please contact careers@gcsinsight.com. 

If we appoint a Data Protection Officer (DPO), their details will be added here.

3. What Personal Data We Collect

We collect and process the personal data you choose to provide during the application process. This may include:
    •    Full name
    •    Email address
    •    Telephone number
    •    Degree information and academic history
    •    LinkedIn profile (optional)
    •    Information regarding how you heard about GCS
    •    Application documents such as CVs, cover letters, transcripts, and references, which may include additional personal details (e.g., address, academic records, employment history)

We do not require or ask for sensitive personal data (e.g., health information, ethnicity, or religious beliefs) at this stage. Please refrain from including such information unless strictly necessary.

Only authorised members of the GCS recruitment team and relevant interviewers have access to your application.

4. Purpose and Legal Basis for Processing

We process your personal data for the following purposes:
    •    To review and evaluate your application
    •    To contact you during the recruitment process
    •    To manage interviews and assessments
    •    To make hiring decisions
    •    To create an employment contract if your application is successful

The legal basis for processing your data is:
    •    Article 6(1)(b) GDPR – processing necessary for taking steps prior to entering into a contract
    •    Article 6(1)(f) GDPR – legitimate interest in assessing your suitability for employment
    •    Article 6(1)(a) GDPR – your consent, where applicable (e.g., Talent Pool opt-ins)

5. Data Retention

If your application is unsuccessful, we will retain your data for 12 months after the conclusion of the recruitment process. This retention period enables us to fulfil legal obligations and to defend against potential legal claims.

After this period, your data will be deleted or anonymised. Anonymised data may be used for internal reporting and diversity monitoring but cannot be linked back to you.

If you consent to joining our Talent Pool, we will retain your data for up to 12 months to consider you for future opportunities at GCS. You may withdraw your consent at any time by contacting careers@gcsinsight.com.

If you accept a role at GCS, the personal data collected during the recruitment process will become part of your employment record and retained in accordance with our employee privacy policies.

6. Sharing Your Data

Your application data is processed through our applicant tracking system, Personio GmbH & Co. KG, which provides HR and recruitment software solutions. Personio acts as a data processor on our behalf under a formal data processing agreement compliant with Article 28 GDPR.

Data is transmitted securely via TLS encryption and stored on servers located within the EU/EEA. We do not share your personal data with any third parties unless required by law.

7. Your Rights as a Data Subject

Under the UK GDPR, you have the following rights in relation to your personal data:
    •    Right of access (Article 15)
    •    Right to rectification (Article 16)
    •    Right to erasure (Article 17)
    •    Right to restrict processing (Article 18)
    •    Right to data portability (Article 20)
    •    Right to object (Article 21)
    •    Right to withdraw consent at any time where processing is based on consent (Article 7)

To exercise any of these rights, contact careers@gcsinsight.com.

8. Updates to This Statement

We may update this Recruitment Data Privacy Statement periodically to reflect legal, technical, or organisational changes. The latest version will always be available on our careers page and will apply to all subsequent applications.

For information on how GCS processes personal data outside of recruitment, please refer to our full Privacy Policy: https://www.gcsinsight.com/privacy-notice

Processing of (personal) data by the operator of the recruitment website

General information

This recruitment website is operated by Personio SE & Co. KG, which offers a human resource and candidate management software solution (https://www.personio.com/legal-notice/). Data transmitted as part of your application will be transferred using TLS encryption and stored in a database. The sole controller of this data within the meaning of article 24 of the GDPR is the enterprise carrying out this online application process. Personio’s role is limited to operating the software and this recruitment website and, in this context, being a processor under article 28 of the GDPR. In this case, the processing by Personio is based on an agreement for the processing of orders between the controller and Personio. In addition, Personio SE & Co. KG processes further data, some of which may be personal data, to provide its services, in particular for operating this recruitment website. We will refer to this in more detail below.

The controller

The controller under data protection law is:
Personio SE & Co. KG
Seidlstraße 3
80335 München
Tel.: +49 (89) 1250 1004
Entry in the commercial register
Commercial register entry number: HRA 115934
Registration Court: Amtsgericht München
Data Protection Officer contact: privacy@personio.com

Access logs (“server logs”)

Each access to this recruitment website automatically causes general protocol data, so-called server logs, to be collected. As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. Without this data, it would, in some cases, be technically impossible to deliver or display the contents of the software. In addition, processing this data is absolutely necessary under security aspects, in particular for access, input, transfer, and storage control. Furthermore, this anonymous information can be used for statistical purposes and for optimizing services and technology. In addition, the log files can be checked and analyzed retrospectively when unlawful use of the software is suspected. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG. Generally, data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp of the access to the software is collected. The scope of this log process does not exceed the common log scope of any other site on the web. These access logs are stored for a period of up to 7 days. There is no right to object to this.

Error logs

So-called error logs are generated for the purpose of identifying and fixing bugs. This is absolutely necessary to ensure we can react as quickly as possible to possible problems with displaying and implementing content (legitimate interest). As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG. When an error message occurs, general data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp upon occurrence of the respective error message and/or specification is collected. These error logs are stored for a period of up to 7 days. There is no right to object to this.

Use of cookies

So-called cookies are used on parts of this recruitment website. They are small text files which are stored on the device with which you access this recruitment website. As a general rule, cookies serve the purpose of ensuring secure access to a website (“absolutely necessary”), implementing certain functionalities such as standard-language settings (“functional”), improving the user experience or the performance of the website (“performance”), or placing targeted advertisements (“marketing”). On this recruitment website, we generally use only cookies that are absolutely necessary, functional or performance-related, in particular for implementing certain default settings such as language, for identifying the job advertising channel, or for analyzing the performance of a job advert via which a user accessed this recruitment website. The use of cookies is absolutely necessary for providing our services and thus for the performance of the contract (article 6 (1) b) of the GDPR). Period of storage: up to 1 month or until the end of the browser session Right to object: You can determine via your browser settings whether you allow or object to the use of cookies. Please note that deactivating cookies may result in limited or completely blocked functionalities of this recruitment website.

Rights of data subjects

If Personio SE & Co. KG as the controller processes personal data, you as the data subject have certain rights under Chapter III of the EU General Data Protection Regulation (GDPR), depending on the legal basis and the purpose of the processing, in particular the right of access (article 15 of the GDPR) and the rights to rectification (article 16 of the GDPR), erasure (article 17 of the GDPR), restriction of processing (article 18 of the GDPR), and data portability (article 20 of the GDPR), as well as the right to object (article 21 of the GDPR). If the personal data is processed with your consent, you have the right to withdraw this consent under article 7 III of the GDPR. To assert your rights as a data subject in relation to the data processed for the purpose of operating this recruitment website, please refer to Personio SE & Co. KG’s Data Protection Officer (see item B).

Concluding provisions

Personio reserves the right to adjust this data privacy statement at any point in time to ensure that it is in line with the current legal requirements at all times, or in order to accommodate changes in the services offered, for example when new services are introduced. In this case, the new data privacy statement applies to any later visit of this recruitment website or any later job application.