Applicant Data Protection Notice

Kaluza Careers

kaluza.com

Kaluza Ltd
Place of registration: England
Registered office: 69 Notting Hill Gate, London W11 3JS
Registration number: 12218299

1.0 What personal data do we collect?
2.0 Why do we need personal data?
3.0 Why do we use your inclusion and diversity data?
4.0 How is your personal data transferred outside of the EEA?
5.0 Who has access to personal data?
6.0 How long will we keep your personal data?
7.0 The choices and rights you have, when it comes to your personal data
- 7.1 Exemptions
- 7.2 Response
8.0 Getting in touch with us
- 8.1 Our contact details
- 8.2 Data Protection Officer (DPO)
- 8.3 Your regulator
  - 8.3.1 Information Commissioner’s Office (ICO)
  - 8.3.2 Comissão Nacional de Proteção de Dados (CNPD)

Version updated: October 2024

Your data is in safe hands

This privacy notice is here to help you understand what data we collect when you apply for opportunities within the OVO Group, why we collect it, and what we do with it. Please read carefully, because it tells you some important stuff about how we handle your personal data, and the steps you can take to look after it.

This privacy notice applies to all job applicants to companies who are subsidiaries of OVO Group Limited (no. 08862063). This includes the companies which run OVO Energy, SSE Energy Services, Boost, Kaluza, CORGI Homeplan, Kantan, and OVO’s international businesses.

When we refer to “we”, “us”, and “our”, we mean any one or more of the data controllers within the OVO Group, as appropriate.

This privacy notice supplements – or may be supplemented by – other privacy notices and information we might give you, but it doesn’t replace them.

If you have any questions or concerns about this notice, we can help and we’d like to hear from you. Get in touch anytime: our contact details are at the bottom of this notice.

1.0 What personal data do we collect?

As part of the recruitment process, we collect and use personal data that relates to people applying for jobs with Kaluza. If you’re coming to Kaluza from an inter-company transfer we may connect and share some of your personal data for the purposes of onboarding.

This might include:

Your name, pronouns, age, legal sex
Contact details, including address, email, and phone number
Details of your qualifications, skills, experience, and employment history
Data about how much you’re paid, including benefit entitlements
If you require sponsorship to work in the UK at present, or in the future
Whether you have a disability, which might mean we need to make adjustments to our recruitment process to support you better
Inclusion and diversity data, e.g. gender, ethnic origin, sexual orientation, or religion or belief

Providing inclusion and diversity data is optional. You don’t need to give us this data if you’d prefer not to. Please see section 3.0 below for more information.

1.1 If we make you an offer of employment

We will collect and/or review the following data:

Documents used for identification
Data about your proof of residency and right to work in a country
References and details about your employment history

If it’s needed for the role that you’ve applied for, we might also do these checks:

Directorship Check
Basic or Enhanced Criminal Record Check
FCA Check
Occupational History Check
Sanctions File Check
Education History Check
Adverse Financial Check
Identity Check
Professional or Technical Membership Check

1.2 How we collect your personal data

We could collect your personal data in a variety of ways. For example, we might take details from application forms, CVs or covering letters, online recruitment tools or from recruitment agencies, your passport or other identity documents. It could also come from interviews or other forms of assessment.

We might also collect personal data about you from third parties – for example, references from former employers. We’ll only ask them for this data after we’ve made you a job offer, and we’ll let you know that we’re doing this.

We need these details so we can see if you’re right for the role and decide whether to make you a job offer. If you don’t give us the details we need, it might mean we can’t meet our legal obligations, and you may not be able to continue with your application. When it’s optional whether you give us details or not, we’ll always make that clear.

If we offer you a role we’ll collect, store, and use any further information we need to on-board you as an employee.

2.0 Why do we need personal data?

We use personal data for these reasons:

As part of the recruitment process, before entering into a contract with you
To create your contract and enter into a legal agreement if your application is successful
To meet our legal obligations, including checking eligibility to work
To meet our legitimate interests in managing recruitment, record-keeping, and defending legal claims
To monitor and report on diversity during recruitment
To make reasonable adjustments and meet employment-related regulatory obligations

3.0 Why do we use your inclusion and diversity data?

We’re working hard to make sure that all groups have equal opportunities for a successful career with us.

Providing this data is completely optional. It will not be seen by hiring managers or used to influence recruitment decisions. We only use aggregated data to improve how we recruit and ensure equal opportunities.

4.0 How is your personal data transferred outside of the EEA?

If needed, personal data may be hosted, stored, or processed outside the European Economic Area (EEA). For example, we use Greenhouse, an applicant tracking system based in the USA.

If you’re applying for a position outside the UK, your data may also be transferred into the UK for recruitment purposes.

We only allow this where appropriate safeguards are in place, including:

Transfers to countries deemed “adequate” under Article 45 GDPR
Standard contractual clauses approved under Article 46.2 GDPR

5.0 Who has access to personal data?

Your data may be shared with:

Kaluza employees involved in recruitment
Third-party suppliers and recruitment service providers
Third parties providing references after an offer is made
Pre-employment screening providers (with your consent)
Interview transcription and recording providers (with opt-out available)

6.0 How long will we keep your personal data?

We won’t keep your personal data for longer than necessary. Retention depends on legal, regulatory, recruitment, and dispute-related requirements.

In some circumstances, personal data may be anonymised and retained indefinitely.

7.0 The choices and rights you have, when it comes to your personal data

You can ask us to:

Confirm whether your data is being used
Provide details of how it’s used
Give you a copy of your data
Withdraw consent where applicable
Consider objections to processing
Update or delete your data
Restrict processing
Transfer your data to another provider

We will not discriminate against you for exercising your rights.

7.1 Exemptions

Some rights may not apply where we must retain data for legal or legitimate business reasons.

7.2 Response

If an exemption applies, we’ll explain this when responding. We may ask you to confirm your identity before replying.

8.0 Getting in touch with us

8.1 Our contact details

If you have questions, want to raise a rights request, or are unhappy with how your data has been handled, contact us at:

Email: recruitment@kaluza.com
Countries: UK, Portugal, US

8.2 Data Protection Officer (DPO)

You can email our Data Protection Officer at:
dataprotection@kaluza.com

8.3 Your regulator

If you’re unhappy with our response, you can contact your data protection regulator.

8.3.1 Information Commissioner’s Office (ICO)

Address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk

8.3.2 Comissão Nacional de Proteção de Dados (CNPD)

Address: Av. D. Carlos I, 134 – 1.º, 1200-651 Lisboa
Telephone: +351 21 392 84 00
Fax: +351 21 397 68 32
Email: geral@cnpd.pt
Website: www.cnpd.pt