Privacy Policy
Aurora Energy Research Limited and its holding companies and subsidiary undertakings (“we”, “us”, “Aurora”) are committed to protecting and respecting your privacy. This Privacy Notice sets out the basis on which the personal data collected from you, or that you provide to us, will be processed by us in connection with our recruitment processes.
For the purpose of the General Data Protection Regulation (“GDPR”) the Data Controller is Aurora.
We use Pinpoint, an online software product provided by The Infuse Group Ltd (t/a Pinpoint Software), to assist with our recruitment process. We use Pinpoint to process personal information as a data processor on our behalf. Pinpoint is only entitled to process your personal data in accordance with our instructions.
Where you apply for an opportunity posted by us, these Privacy Notice provisions will apply to our processing of your personal information, in addition to our other Privacy Notice which is available on our website.
Your Personal Information
Information we collect from you
We collect and process some or all of the following types of information from you:
For the purpose of the General Data Protection Regulation (“GDPR”) the Data Controller is Aurora.
We use Pinpoint, an online software product provided by The Infuse Group Ltd (t/a Pinpoint Software), to assist with our recruitment process. We use Pinpoint to process personal information as a data processor on our behalf. Pinpoint is only entitled to process your personal data in accordance with our instructions.
Where you apply for an opportunity posted by us, these Privacy Notice provisions will apply to our processing of your personal information, in addition to our other Privacy Notice which is available on our website.
Your Personal Information
Information we collect from you
We collect and process some or all of the following types of information from you:
- Information that you provide when you apply for a role. This includes information provided through an online application, via email, in person at interviews and/or by any other method.
- Personal details such as name, email address, address, date of birth, qualifications, experience and any information relating to your employment history, skills and experience that you provide to us.
- If you contact us, we may keep a record of that correspondence.
- Details of your visits to our careers website including, but not limited to, traffic data, location data and other communication data, the site that referred you to our careers website and the resources that you access.
- Information we collect from other sources
Pinpoint provides us with the facility to link the data you provide to us with other publicly available information about you that you have published on the Internet – this may include sources such as LinkedIn and other social media profiles.
Pinpoint’s technology enables us to search various databases, which may include your personal data, to find possible candidates to fill our job openings. Where we find you in this way we will obtain your personal data from these sources.
Uses made of your information
Lawful basis for processing
We rely on legitimate interest and, where appropriate, consent as the lawful basis on which we collect and use your personal data. Our legitimate interests are the recruitment of staff for our business.
Purposes of processing
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 consider your application in respect of other roles.
- 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 help Pinpoint improve their services.
Use of AI Tools in Recruitment
Aurora uses Pinpoint’s AI tool within its recruitment process to support the review of job applications.
The AI tool analyses the information you provide in your CV and application form, including your work experience, qualifications and skills.
The tool does not make final decisions about your application. All recruitment decisions are made by a human recruiter. The AI functionality is used solely as a decision-support tool.
We use this tool on the basis of our legitimate interests (Article 6(1)(f) UK GDPR), namely our interest in managing recruitment processes efficiently and consistently while maintaining fair and meaningful human decision-making.
If you believe that a decision has been made incorrectly or unfairly, you may request a review of that decision.
How we store your personal data
Security
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 any unauthorised way. We limit access to your personal data to those who have a genuine business need to view it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted through any online means, therefore any transmission remains at your own risk.
Where we store your personal data
The data that we collect from you and process using Pinpoint’s Services will be transferred to and stored at one of several datacentre locations in Amsterdam (Netherlands) and may be synchronised to one of several datacentre locations in London (United Kingdom) for backup and redundancy purposes.
Additionally, we share your personal data with the companies within Aurora’s corporate group. This may involve transferring your data outside the UK and/or European Economic Area (EEA).
Whenever we transfer your personal data out of the UK and/or the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented we will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission or by the UK Secretary of State (as applicable).
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA or the UK
How long we keep your personal data
We retain all candidate data for a maximum period of 12 months from the time of application. Your personal information will be deleted on one of the following occurrences:
Aurora uses Pinpoint’s AI tool within its recruitment process to support the review of job applications.
The AI tool analyses the information you provide in your CV and application form, including your work experience, qualifications and skills.
The tool does not make final decisions about your application. All recruitment decisions are made by a human recruiter. The AI functionality is used solely as a decision-support tool.
We use this tool on the basis of our legitimate interests (Article 6(1)(f) UK GDPR), namely our interest in managing recruitment processes efficiently and consistently while maintaining fair and meaningful human decision-making.
If you believe that a decision has been made incorrectly or unfairly, you may request a review of that decision.
How we store your personal data
Security
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 any unauthorised way. We limit access to your personal data to those who have a genuine business need to view it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted through any online means, therefore any transmission remains at your own risk.
Where we store your personal data
The data that we collect from you and process using Pinpoint’s Services will be transferred to and stored at one of several datacentre locations in Amsterdam (Netherlands) and may be synchronised to one of several datacentre locations in London (United Kingdom) for backup and redundancy purposes.
Additionally, we share your personal data with the companies within Aurora’s corporate group. This may involve transferring your data outside the UK and/or European Economic Area (EEA).
Whenever we transfer your personal data out of the UK and/or the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented we will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission or by the UK Secretary of State (as applicable).
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA or the UK
How long we keep your personal data
We retain all candidate data for a maximum period of 12 months from the time of application. Your personal information will be deleted on one of the following occurrences:
- Deletion of your personal information by you via the Manage Your Data tool or
- Receipt of a written request by you to us.
Your rights
We respect the rights that individuals are granted through their local data protection legislation. Where these rights exist for you, you may exercise these over the data we hold. These may include rights to:
We respect the rights that individuals are granted through their local data protection legislation. Where these rights exist for you, you may exercise these over the data we hold. These may include rights to:
- access to your personal data and to certain other supplementary information that this Privacy Notice is already designed to address;
- require us to correct any mistakes in your information which we hold;
- request the erasure of personal data concerning you in certain situations;
- request access to the personal data concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations;
- object at any time to processing of personal data concerning you for direct marketing;
- object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you;
- object in certain other situations to our continued processing of your personal data;
- otherwise restrict our processing of your personal data in certain circumstances; and
- claim compensation for damages caused by our breach of any data protection laws.
If you would like to exercise any of those rights, please either:
- utilise the Manage Your Data tool provided; or
- contact us using our contact details below, ensuring we have enough information to identify you, proving your identity and address and confirming which information to which your request relates.
If you are a candidate based in California, in addition to the rights list above, you also have the rights under the California Consumer Privacy Act to opt out of the sale or sharing of your personal information and the right to non-discrimination for exercising your rights.
Name: David Juckes, Head of Legal
Email: data_protection@auroraer.com
Address: Aurora Energy Research Limited. St Aldates Chambers, 109-113 St Aldates, Oxford, OX1 1DS
How to complain
You have the right to raise a complaint with us if you are concerned about how we handle your personal data. You can do so by contacting us at data_protection@auroraer.com. We hope that we can resolve any query or concern you raise about our use of your information.
Where this cannot be resolved, you have the right to lodge a complaint with the applicable supervisory authority, in particular this is the Authority in the country where you work, normally live or where any alleged infringement of data protection laws occurred. If you are based in the UK, the applicable authority is the Information Commissioner’s Office. For EU member countries, you can find a list of the authorities here.