Job Candidate Privacy Notice

New Wave Capital Limited company number: 07959823 Floors 6-8, Hylo Building, 103-105 Bunhill Row, London, EC1Y 8LZ. 

We are Capital on Tap (New Wave Capital Ltd), and we are committed to protecting and respecting your privacy. This privacy notice sets out the personal information we collect when you apply for a job with us and how we treat your data.

The data we collect about you during our recruitment process​:

• Name, address, email, contact details, emergency contacts (i.e. name, relationship and home and mobile phone numbers).
• Identification documents 
• Your work and educational history. 
• Your nationality, the country you’re applying from and your right to work in the UK. 
• Your passport or other identification and immigration information.
• Personal data or sensitive information contained in your application form like - your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs
• Criminal records information, including the results of Disclosure and Barring Service (DBS) checks.
• National insurance number, proof of address and / or proof of identity (like a passport or driving licence).
• Bank Details (If applicable). 
• Credit checks.
• Personal information we have collected from you will be shared with fraud prevention agencies, such as Cifas.
• Any information you provide through potential take-home tests.
• Details of your current and/or desired salary and other things relating to compensation and benefits packages.
• Your current notice period.
• If you contact us, we may keep a record of that correspondence.
• A record of your progress through any hiring process.
• Details of any special needs you want us to know about, so we can make adjustments for your interview.
• Our applicant tracking system is Greenhouse. This provides us with the facility to link your profile with other publicly available information about you that you have published on the internet - this may include your LinkedIn profile. You can view Greenhouse’s privacy policy here: https://www.greenhouse.io/privacy-policy.
• Details about former managers or colleagues you want us to contact as referees.
• The results of your background checks from background checking agencies we work with. This will include information about criminal convictions if you have a record.

We may receive your personal data from a third party who recommends you as a candidate for a specific job opening or for our business more generally. This may include recruitment agencies or other recruitment platforms.

At Capital on Tap, we are fully focused on equality and believe deeply in diversity of race, gender, sexual orientation, religion, ethnicity, ability, national origin and all the other characteristics that make us who we are. We want to be a place where a diverse mix of talented people want to come and do their best work and most importantly feel included and that they can be their authentic selves. We welcome, consider and encourage applications from anyone that shares this passion.

In order to measure and track our progress and remain committed to our goal of having a diverse community, we would encourage you to declare how you identify. We only ever ask for this information for our diversity and inclusion monitoring and store the data in an anonymised format. All of the questions we ask are optional and will not affect your application. You don't have to share this with us and we won't consider it as part of your application. If you choose not to share this information, it won't harm your application in any way.

Why we collect your data

Data protection laws outline that we need to have a legal basis for using your personal data. At least one of the following must apply:

• Contractual duty: This is when we need the information to process your application to enter into an employment (or other) contract with you.

• Legal duty: This is when a law or regulation says we must collect the information to decide if we can enter into an employment (or other) contract with you.

• Legitimate interest: To assess your application, for research and analysis purposes and to communicate with you and third parties where appropriate. It means using data in a way that you expect us to, for a reason which is in your and/or our (or a third party’s) interest and which doesn't override your rights.

• Employment, social security and social protection law obligations – for where equality monitoring is legally required.

How we use your data

We use information held about you in the following ways:

• To consider your application in respect of a role for which you have applied.
• To communicate with you in respect of the recruitment process.
• To enhance any information that we receive from you with information obtained from third-party data providers.
• To find appropriate candidates to fill our job openings.
• To conduct our background employment checks.
• To make sure that you have a right to work in the UK or apply for a work visa on your behalf.
• To learn about your fitness and suitability for a Senior Manager Role (as part of the Financial Conduct Authority’s ‘fit and proper test’).
• To run our recruitment and promotion processes (including our applicant tracking system).
• To continuously reflect and develop our hiring practices to ensure that our processes encourage talent regardless of their background, sex, race, etc.
• We may use approved AI tools such as Google’s Gemini to transcribe interview notes, please note that this is internally hosted (private AI) and will always be cross checked by the interviewer for accuracy. 

Who we share your data with

• Companies that help us recruit, and need to process your details. This includes recruitment agencies that help us to recruit candidates for our roles.
• Our background check provider, Zinc - https://zinc.work/privacy.pdf 
• Our applicant tracking system, Greenhouse - https://www.greenhouse.io/privacy-policy 
• Our HR system, HiBob - https://www.hibob.com/privacy/privacy-policy-end-users/
• The FCA and other authorities. We have a legal duty to let the FCA know about certain roles that we fill under the Senior Manager and Certification Regime.

How we store your data

We take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner.

We store your data in our applicant tracking system, Greenhouse. Your information may be transferred outside of the UK for processing, storage, administration or any other use stated in this notice. The processing of any information outside the UK will comply with UK data protection laws or equivalent.

Where it is necessary to send your personal information outside of the UK, steps will be taken to make sure appropriate safeguards are in place to ensure the safety and privacy of your information as set out in this privacy notice.

How long we keep your data for

We retain your personal data from your application for two years after we end the hiring process, in case we face a legal challenge about our decision. If you want us to delete your personal data sooner, you can email us at Privacy@capitalontap.com. As part of your application we will ask you to confirm whether you want to be considered for other roles, if you agree we may contact you about other relevant roles.

How long we keep your data for

We retain your personal data from your application for two years after we end the hiring process, in case we face a legal challenge about our decision. If you want us to delete your personal data sooner, you can email us at Privacy@capitalontap.com. As part of your application we will ask you to confirm whether you want to be considered for other roles, if you agree we may contact you about other relevant roles.

How to make a complaint

If you have a complaint about how we use your information, please email us at Privacy@capitalontap.com​ and we’ll do our best to resolve your issue.

The ​General Data Protection Regulation​ also gives you the right to lodge a complaint with the UK’s supervisory authority on data protection, the Information Commissioner’s Office (the ICO). For more details, visit their website at ico.org.uk.

Questions?

Please email ​Privacy@capitalontap.com​ if you have any questions about the content of this notice.