Cookies Policy

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1. Who are Link Asset Services?

Link Asset Services (“Link”) is a trading name of companies which offer a range of services, principally shareholder, treasury management, banking, debt, fund and corporate administration services. Please refer to the “Legal and Regulatory Status” page on the Link Asset Services website (https://www.linkassetservices.com/) for more details on the trading companies in the Link Asset Services division.  All of the companies are wholly owned subsidiaries of [Link Administration Holdings Limited] (“Link Group”). For more information on Link Group, please visit www.linkgroup.com

2. What is this Privacy Notice?

At Link we collect personal information about you and are committed to protecting this information and your privacy. Set out below is an explanation of how we use, collect and safeguard your personal information. This Privacy Notice applies where any company within Link receives personal data through its website.

3. What personal information do we collect?

The principles of data protection are that only sufficient personal data should be collected and processed as is necessary for the purpose. Where you choose to apply for an advertised role Link Asset Services will collect and use only as much personal data from you as is necessary to be able to process your application for employment.  Where you choose to provide Link Asset Services with your personal information for consideration for future roles not yet publicised, Link Asset Services will with your agreement collect sufficient information to be able to proactively consider you for such opportunities. As part of your use of our website you have the option on certain pages within this site to submit personal information to us by email, online enquiry or quotation form. Depending on the services, products or information you request from us, we may ask you to provide the following personal information:

  • Name, address, email address, telephone number, CV, work and education history, salary expectations and legal residency status which you provide us with on application to a role at Link Group;
  • Date of birth, referee details, bank account details or other payment or financial information, medical details and other details related to background screening and commencement of employment with Link Group which you provide us with on accepting an offer of employment with Link Group;
  • a record of any correspondence you have with us;
  • Online identifiers including IP address and cookies, please see clause 10 for more information;
  • Information that may be found on sites such as LinkedIn, Xing and other professional networks which you may link to your profile in our system from time to time; and
  • Any reference, testing, assessment or screening information collected with your consent from a 3rd party provider.

4. Why we collect your information and the lawful basis for doing so?

We collect this information in order for you to use our recruitment system and for us to manage your application for employment. Our use of your information is based on a legitimate business interest we have in being able to consider and assess you for employment at Link Group.

5. How we use your personal information?

We will use the information we hold about you for the following purposes:

  • To consider and assess you for employment opportunities at Link Group;
  • To check your identity and perform background screening checks prior to confirmation of employment;
  • To manage a recruitment process including online and in-person assessments;
  • So that we can communicate with you as necessary;
  • To notify you about your application and future opportunities at Link Group.

6. Who we share personal information with?

We will only disclose your personal information in accordance with applicable laws and regulations. We will disclose your information to the following third parties:

  • Testing, assessment and background screening providers in relation to your recruitment process with Link Group. In such cases we will only provide the minimum information required to perform the services.
  • Any person with legal or regulatory power over us that may require disclosure on legal grounds
  • Any member of the Link Group which means our subsidiaries, our ultimate holding company and its subsidiaries (from time to time) as necessary to manage the recruitment process and consider you for employment opportunities within our Group.

Some of these third parties (including Link Group subsidiaries and service providers) may be outside of the European Economic Area (EEA). We will ensure that any such subsidiary or service provider has put in place adequate safeguards to ensure that your information is held securely and in accordance with this Privacy Notice. Such steps will include placing the party we are transferring personal information to under contractual obligations to protect it to adequate standards. Transfers within the Link Group will be covered by an agreement entered into by members of the Link Group (an intra-group agreement) which contractually obliges each member to ensure that your Personal Data receives an adequate and consistent level of protection wherever it is transferred within the Group.

Where you are willing to relocate and wish to be considered for other roles within the Link Group of companies we will, with your agreement send your personal information to those Link Group Companies for consideration for roles which match your skill set.

7. How do we keep your information secure?

  • We take protection of your personal information and our system security very seriously.  Any personal information which is collected, recorded or used in any way will have appropriate safeguards applied in line with our data protection obligations.
  • We implement Internal and external audits and regular, independent assurance exercises across our business to ascertain the effectiveness of our security control environment and our security strategy.
  • Your information is protected by controls designed to minimise loss or damage through accident, negligence or deliberate actions. Our employees also protect your personal and confidential information whenever they are processing it and must undertake annual training on this.
  • Our security controls are aligned to industry standards and good practice; providing a control environment that effectively manages risks to the confidentiality, integrity and availability of your information.

All exchanges of information between you and our recruitment system go through encrypted channels in order to prevent interception of your information. Public access to your information via our recruitment system is protected by a login using your user ID and password. You should ensure that these are kept secret and not divulged to other people.

You recognise that that your use of our website is entirely at your own risk. As Link websites are grouped to the internet, which is inherently insecure, Link cannot guarantee the information you supply will not be intercepted while being transmitted over the internet.  Accordingly, Link has no responsibility or liability for the security of personal information transmitted via our website.

8. How long will we store your information for?

We generally hold your personal data on our systems for as long is necessary to assess you for current and short-mid term employment opportunities. This is ordinarily 12 months from the date of your most recent application to an employment opportunity with us.

If we anonymise your personal information so that it can no longer be associated with you, it will no longer be considered personal information, and we can use it without further notice to you.

9. Your rights

You have the following rights in relation to how we use your information. If you’d like to exercise these rights please contact us using the contact details listed in section 13 “Who can you speak to at Link about this Privacy Policy?”

Right of access
You have the right to know if we are using your information and, if so, the right to access it and information about how we are using it.  There will not usually be a charge for dealing with these requests. Your personal information will usually be provided to you in writing, unless otherwise requested. Where you have made the request by electronic means the information will be provided to you by electronic means where possible.

Right of rectification
We take reasonable steps to ensure that the personal information we hold about you is accurate and complete. However, if you do not believe this is the case you have the right to require us to rectify any errors in the information we hold about you. 

Right to erasure
You have the right to require us to delete your information if our continued use is not justified. However, this will need to be balanced against other factors, depending upon the type of personal information we hold about you and why we have collected it, there may be some legal and regulatory obligations which mean we cannot comply with your request.

Right to restrict processing
In some circumstances, although you may not be entitled to require us to erase your information, you may be entitled to limit the purposes for which we can use your information.

Right of data portability
You have the right to require us to provide you with a copy of the personal information that you have supplied to us in a commonly used machine-readable format or to transfer your information directly to another controller (e.g. a third party offering services competing with ours).  Once transferred, the other party will be responsible for looking after your personal information.

Right to object to direct marketing
We may send information about roles we believe may be of interest to you, and you may choose to register for job alerts. You are able to unsubscribe from such job based marketing at any time.

Right not to be subject to automated-decision making
Link Asset Services do not make decisions about you using automated decision making or profiling of your personal data.

The right to withdraw consent
For certain limited uses of your personal information, we may ask for your consent. Where we do this, you have the right to withdraw your consent to further use of your personal information.  If you withdraw your consent, we may not be able to provide certain products and services to you. If this is the case, we’ll tell you at the time you ask to withdraw your consent.

In some circumstances exercising some of these rights will mean we are unable to continue your recruitment process with the Link Group.

10. SmartRecruiters Recruitment System

Link Group use a 3rd party Applicant Tracking System called SmartRecruiters (www.smartrecruiters.com) to manage our recruitment. In addition to the information contained in this Privacy Policy, your data will also be managed and protected according to the SmartRecruiter Privacy Policy.  You can find information about their use of cookies and your personal information here: https://www.smartrecruiters.com/privacy-policy/

11. Following links from our websites

Our website and careers pages on SmartRecruiters may contain links to other sites. Such other sites may also make use of their own cookies and will have their own privacy policies. You should carefully review the privacy policies and practices of other sites, as we cannot control or be responsible for their privacy practices. We do not accept any liability for the privacy practices of such third party websites and your use of such websites is at your own risk.

12. Changes to this Privacy Notice

Please note that this notice will be reviewed and may be changed from time to time. Any changes we may make to our privacy notice in the future will be posted on this page.

13. Who can you speak to at Link about this Privacy Notice?

Questions, comments and the exercise of your rights regarding this Privacy Notice and your information are welcomed and should be addressed to the Data Protection Officer by email at data.protectionofficer@linkgroup.co.uk with subject “FAO Data Protection Officer” or by post to Data Protection Officer, Link Group, 65 Gresham Street , London EC2V 7NQ.

If you wish to make a complaint on how we have handled your personal information, you can contact our Data Protection Officer. If you are not satisfied with our response or believe we are processing your personal information not in accordance with the law you can complain to the supervisory authority in the UK responsible for the implementation and enforcement data protection law: the Information Commissioner’s Office (the “ICO”).  You have the right to complain to the ICO about our collection and use of your information.  You can contact the ICO via their website – https://ico.org.uk/concerns/ - or by calling their helpline – 0303 123 1113 or by writing to Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Updated: May 2019