Privacy Policy

Cyberis Limited, a company registered in England and Wales with registered number 7556994, whose registered office is at Unit E, The Courtyard, Tewkesbury Business Park, Tewkesbury, GL20 8GD collects, uses and is responsible for certain personal information about you. When we do so we are regulated under The General Data Protection Regulation 2016/679 (“GDPR”) and the UK Data Protection Act 2018 (“DPA”) and we are responsible as ‘controller’ of that personal information for the purposes of those laws. 

Throughout this policy, “Cyberis” refers to Cyberis Limited (also referred to as “we”, “us”, or “our”). For the purpose of this policy, Cyberis “websites” includes any of our websites such as the main Cyberis website (www.cyberis.com) and the Cyberis Portal. 

Cyberis is committed to protecting your privacy. This commitment reflects the value we place on earning and keeping the trust of our clients, business partners, prospective employees and others who share their personal information with us. This policy sets out the basis by which personal data will be processed by us and your rights. 

Cyberis has not appointed a Data Protection Officer, however, Nathan King acts as the Data Protection Lead. 

Recording of interviews

As part of our recruitment process, we may record interviews (both audio and video) for the following reasons: Sharing among managers to allow managers and interviewers to compare candidates and refer to responses without relying on note taking, reviewing content for potential dispute management, advisory services from external HR supplier, assisting with record keeping to avoid the need for excessive note taking during the interview, facilitating a more natural and free-flowing conversation.

These recordings will be stored securely and used solely for evaluating your application and improving our hiring processes. Recordings will be deleted once the hiring process for a specific role is complete and will not be retained beyond this period/ Recordings will be retained for twelve months. We rely on legitimate interest as the legal basis for this processing. You have the right to access, request deletion of, or object to the processing of this data at any time. Please inform us prior to the interview if you do not wish to be recorded.

Data protection principles

We will comply with data protection law and principles, which means that your data will be: 

• Used lawfully, fairly and in a transparent way. 
• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes. 
• Relevant to the purposes we have told you about and limited only to those purposes. 
• Accurate and kept up to date. 
• Kept only as long as necessary for the purposes we have told you about. 
• Kept securely. 

The kind of information we hold about you

In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you: 

• The information you have provided to us in your curriculum vitae and covering letter. 
• The information you have provided on our application form, including name, telephone number(s) and personal email address. 
• Any information you provide to us during an interview. 
• Audio and or video data during an interview 
• Information included as part of the application process such as ability testing data, notes, and feedback. 
• The information you provide for background checks, vetting and security clearances if successful in the interview process. 

We may also collect, store, and use the following "special categories" of more sensitive personal information:

• Diversity and inclusion information including race, ethnicity, sexual orientation, gender identity and religion (with your consent only). 
• Information about your health, including any medical condition, health, and sickness records. 
• Information about criminal convictions and offences. 

How is your personal information collected?

We collect personal information about candidates from the following sources:

• You, the candidate
• Recruitment agencies
• Background checking, vetting and security clearance providers
• Referees, including credit reference agencies
• Publicly accessible sources, including social media

How we will use information about you

We will use the personal information we collect about you to:

• Assess your skills, qualifications, and suitability for the role
• Carry out background and reference checks
• Carry out screening and vetting checks, and applications for security clearance
• Communicate with you about the recruitment process
• Keep records related to our hiring processes
• Comply with legal or regulatory requirements

It is in our legitimate interests to decide whether to appoint you to the role you are being considered for since it would be beneficial to our business to appoint someone to that role. 

We also need to process your personal information to decide whether to enter into a contract of employment with you. 

If you need any further information about the process, you may contact the HR team on [email protected]. 

If you fail to provide personal information

If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further. 

How do we use sensitive personal information?

We will use your particularly sensitive personal information in the following ways: 

• We will use diversity and inclusion information to assist us with anonymised equal opportunities monitoring to evaluate the effectiveness of our recruitment process. If you choose to provide this information, it will not be used in the recruitment and selection process. 
• We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process. 
• We will collect information about your criminal convictions history if we would like to offer you the role (conditional on checks and any other conditions, such as references, being satisfactory). We are required to carry out a criminal record check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. This information may be required to fulfil contractual obligations. Many of our roles require a high degree of trust and integrity since they involve dealing with, for example, sensitive client information, and so we would like to ask you to seek a basic disclosure of your criminal records history as part of our candidate vetting procedure should you be offered a role with us. 

We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data. 

Do we use any data processors?

Yes, we use several service providers to store and/or process your personal data.

We will only share your personal information with third parties for the purposes of processing your application. For job applicants, we use recruitment agencies, pre-employment screening and vetting agencies to process your information.

We use Sage HR to operate our online application system and to produce anonymised management information about campaigns. Here is a link to Sage HR's privacy notice (https://sage.hr/privacy-policy).

A list of our data processors can be provided on request by contacting Nathan King ([email protected]).

Data security

All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so. 

Details of these measures may be obtained by contacting Nathan King ([email protected]). 

Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

Where we store your personal data

We store personal data on systems located in the United Kingdom (UK) and the European Economic Area (EEA). 

We may sometimes transfer your personal information to countries or organisations that are located outside of the UK / EEA such as our service providers and subcontractors. We will only transfer personal data to a country which has been assessed as providing an adequate level of protection of personal data or to other countries where we are satisfied that the transfer complies with data protection laws and personal data will be secure. For further information, please contact us; our contact details are below. 

It may also be processed by staff operating outside the UK / EEA who work for us or one of our suppliers. We take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy. 

You also have a right to contact us for more information about the safeguards we have put in place to ensure the adequate protection of your personal information when this is transferred as mentioned above. 

Data retention - How long will you use my information for?

We will retain your personal information for a period of twelve months after we have communicated to you our decision about whether to appoint you to the role you were considered for. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. We may also retain your personal information in order to contact you again in future should a suitable vacancy for your skills and experience become available. 

At the end of the twelve-month retention period, we will securely destroy your personal information in accordance with applicable laws and regulations. 

Rights of access, correction, erasure, and restriction - Your rights in connection with personal information

Under certain circumstances, by law you have the right to: 

• Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it. 
• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected. 
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below). 
• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes. 
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it. 
• Request the transfer of your personal information to another party. 

If you want to review, verify, correct, or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the HR team in writing via [email protected]. 

Right to withdraw consent

When you apply for a role, we ask you to provide consent to us processing your personal information for the purposes of the recruitment exercise.  

You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, you can contact the HR team via [email protected]. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely. 

Contact us

We have not appointed a Data Protection Officer (DPO), but Nathan King acts as our Data Protection Lead to oversee compliance with this privacy notice.

If you have any concerns about our use of your personal information, you can make a complaint to us by contacting Nathan King ([email protected]), or alternatively contact us at:

Data Protection

Cyberis Limited

Unit E, The Courtyard

Tewkesbury Business Park

Tewkesbury, GL20 8GD

If you have questions, comments or requests regarding your personal information or this Privacy Policy, please get in touch using the contact details above.

You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

If you are based in the UK, you can contact the Information Commissioner’s Office helpline on 0303 123 1113, please refer to the ICO website for more information (https://ico.org.uk/concerns/).