Who is Iress

Iress Limited (incorporated in Australia, ABN 47 060 313 359), and all companies within its Group, (together ("Iress", "us" or "we"), is a technology company providing software and services to the financial services industry.

What is the purpose of this notice?

This notice sets out how Iress manages personal information of job candidates in its operations, and its terms are relevant to you as you are applying for work with us (whether as an employee, worker or contractor). It provides you with certain information as required under applicable data protection laws.

Iress is responsible for determining the purposes and means of processing your personal information. For example, in specific jurisdictions, we act as the "data controller" (under UK/EU law), “responsible party” (under SA law) or an "APP entity" (e.g. under Australian law).

Please click here to discover details of the relevant Iress Company in your location and the way we generally manage personal information.

Data protection principles

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

• Used lawfully, fairly and in a transparent manner;
• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
• Processed only to the extent necessary for Iress’ recruitment related activities;
• Kept accurate and up to date; and
• Handled securely.

The types of personal information we collect and 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, title, address, telephone number, personal email address, date of birth, gender, employment history and qualifications;
• Any information you provide to us during an interview;
• The results of any tests we may require you to complete during the recruitment process;
• Evidence of your eligibility to work in the location applied to.

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

• Information about your health, including any medical condition, health and sickness records.
• Information about criminal convictions and offences.
• Ethnicity of candidates applying for a role in South Africa (under the Employment Equity Act 1998).

Please note that the specific information we collect and process as part of a recruitment process may differ depending on the country which you are applying to work in.

How is your personal information collected?

We may collect personal information about candidates from the following sources:

• You, the candidate;
• A recruitment agency who supported your application (if you applied using an agency) from which we will collect the information contained in your CV or application form if you completed one;
• Our contracted background check providers, from which we collect the following categories of data, the specific details provided may be sourced from other third parties such as credit reference agencies and criminal record check providers:
  • Your credit history.
  • Information on any unspent criminal convictions you may hold.
  • References from your named referees and previous employers detailing your employment with them.
  • Information on your eligibility to work in the location applied to.
  • Information on your qualifications, where relevant to the role.

How we will use personal 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, where applicable;
• Communicate with you about the recruitment process;
• Keep records related to our hiring processes;
• Comply with legal or regulatory requirements.

If you fail to provide information when and as requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we may not be able to process it. 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 we use sensitive personal information

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

• We will use information about your health or disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example ensuring an interview venue is wheelchair accessible.
• In certain countries we may ask for additional information about your background, including your ethnicity, to support our legal reporting requirement for equality monitoring purposes.

Information about criminal convictions

Iress provides services to the financial services industry participants and, therefore, a high degree of trust and integrity is essential. Consequently, we may process information about any unspent criminal convictions you may hold.

We will collect information about your criminal convictions history if we would like to offer you the role.

Data sharing

We will only share your personal information with third parties for the purposes of processing your application. This includes our contracted background check providers and other entities within the Iress group of companies who support our recruitment process. All our third-party service providers and other entities in the group 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 information for their own purposes. We only permit them to process your personal information in accordance with the recruitment process.

Data security

We have put in place appropriate technical and organisational measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

Data retention

If you are successful in securing a role, your personal information will be retained as part of your employee record and processed in accordance with the appropriate employee privacy notice, which will be shared during the onboarding process and available to you during your period of employment.

For unsuccessful candidates, we will retain your personal information for a period of 12 months after we have let you know that you were unsuccessful. 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. After this period, we will securely destroy your personal information in accordance with applicable laws and regulations.

If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.

Your data protection rights

Under certain circumstances, and dependent on the country you live in, you may have the right to:

• Be informed about the handling, including collection, use, and disclosure, of your personal information; which we do through this privacy notice;
• 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 particular 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.
• Complain to us if you consider that there has been an infringement of your rights in relation to your personal information.

If you wish to find out more about any of the rights noted above, seek to exercise any of them, or complain about the handling of your personal information please contact compliance@iress.com. We will review your request in accordance with the appropriate data protection law.

Further information, and your right to complain

If you have any questions about this privacy notice or how we handle your personal information, please contact compliance@iress.com. You can also contact us if you have any concerns or complaints about the way Iress has handled your information.

You will generally have a further right of complaint to the supervisory authority for data protection law within the country you live in. We can provide you with further details of the relevant authority should you wish to complain, please contact us at compliance@iress.com for more information.