Careers at Ampa Group

Ampa Group Candidate Privacy Notice
Please read the following information carefully. This Privacy Notice details what personal data we collect and process and how we shall use it in connection with our recruitment processes.

About Us

We are a leading group of legal and professional service brands. Ampa Group is comprised of the following entities/associated entities:

Ampa Holdings LLP
Shakespeare Martineau LLP
Shakespeare Martineau Scotland LLP
Mayo Wynne Baxter LLP
Cyber Security Strategies Limited
Coadax LLP

This Privacy Notice applies to the data we process about you in relation to recruitment processes at any of our entities/associated entities.

Our Privacy Commitments

We are proud of our reputation for acting fairly, ethically and with integrity wherever we do business. Our reputation is built on our values as a company and the values of our employees, members and other partners who support us. As a group we are committed to our values, which guide us and reflect who we are: authentic, collaborative, trusted, brave.

Privacy and Data Protection are fundamental human rights. By aligning our use of people’s data with our group values, we are able to champion and respect every individual’s right to privacy and data protection, and to process your data in a way that is fair and lawful.

Contact Us

If you have any questions about this privacy notice or the information any member of the Group holds about you, please contact our Data Protection Officer at dpo@ampa.co.uk or via 0121 214 0000 or by letter to the Data Protection Officer, Ampa, 1 Colmore Square, Birmingham, B4 6AA.

If it would be helpful to have this notice provided in another format, please let us know.

How To Make a Complaint

If you believe that your data protection rights may have been breached, you have the right to lodge a complaint with the applicable supervisory authority or seek redress through the courts. The UK supervisory authority is the Information Commissioner’s Office who can be contacted by calling 0303 123 1113 or by visiting their website at https://ico.org.uk/for-the-public.

Changes to this Privacy Notice

We continually review our Privacy Notice and update it where necessary. We advise that you regularly check our Privacy Notice for updates. We do not wish to bother you with lots of minor amendments, but where we make significant changes to our policy, we may contact you to inform you.

Your Rights

You have the right to:

Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data in certain circumstances. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data in certain circumstances, including where we are processing your personal data for direct marketing purposes.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
If you want us to establish the data's accuracy.
Where our use of the data is unlawful, but you do not want us to erase it.
Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
You have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party in certain circumstances. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format.
Withdraw consent at any time where we are relying on consent to process your personal data. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you want more information about your rights under the UK GDPR, please see the Guidance from the Information Commissioners Office on Individual's rights under the GDPR by visiting https://ico.org.uk/for-the-public.

If you want to exercise any of these rights, please contact our Data Protection Officer at dpo@ampa.co.uk or via 0121 214 0000 or by letter to the Data Protection Officer, Ampa, 1 Colmore Square, Birmingham, B4 6AA.

You will not usually have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Keeping Your Data Secure

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used/accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data for specified purposes, and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

How Long Will We Store Your Personal Data?

We maintain retention schedules which define the periods for which we will store your personal data. We will only store personal data for as long as we have a legitimate need to retain it, either for statutory/legal reasons or because we need the data to be able to manage the recruitment process or for other legitimate business needs.

When we no longer need this information, we will anonymise your data and/or dispose of it securely. A copy of our retention schedule is available by request to the DPO.

Transfer Of Your Information Outside of the United Kingdom

It may be necessary to transfer your personal data outside the UK.

Whenever we transfer your personal data out of the UK, 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.
Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK. If you would like any further information, please contact us via dpo@ampa.co.uk.

Automated decision-making.

Automated decision-making is the process of making a decision by automated means without any human involvement. We may use automated means to filter applications in cases where skills, salary expectations, right to work or other parameters do not match our requirements for the role. You can ask us to review this decision if you believe there has been an error.

If you fail to provide personal data

Where we need to collect personal data and you fail to provide that data when requested, we may not be able to continue with our recruitment processes.

The Data We Collect About You

Personal data is any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

In connection with your application for work with us or your creation of an account to receive job alerts, we will collect, store, and use the following categories of personal information about you:

The information you may provide to us in any uploaded curriculum vitae and covering letter.
The information you may input to our recruitment system when setting up an account including, but not limited to, name, title, address, telephone number(s), personal email address, date of birth, gender and other diversity information (see below).
The information you may input to our recruitment system when applying for a vacancy including, but not limited to, your eligibility to work in the UK, information about your driving licence, whether you have been dismissed from a job, your preferred working pattern if not full time, your salary expectations and any other information you provide in support of your application(s).
Any information you may provide to us before, during and after an interview.
Any other information collected during the selection process such as occupational tests (if used), interview notes and anything relevant for specific roles.
We may also collect, store and use the following "special categories" of more sensitive personal information:
Information about your ethnic origin, religion, disability and sexual orientation.
If we make an offer of employment to you information about your health, including any medical condition, health and sickness records.

How we use your personal data:

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Where we need to comply with a legal obligation.

We have set out below, in a table format, a description of all the ways we use your personal data, and which of the GDPR lawful bases we rely on to do so.

Purpose/Activity | Lawful basis for processing
Assess your skills, qualifications, and suitability for the role. | Necessary for our legitimate interests.
Carry out background and reference checks, where applicable. | Necessary for our legitimate interests. Necessary to comply with legal obligations.
Communicate with you about the recruitment process. | Necessary for our legitimate interests.
Keep records related to our hiring processes. | Necessary for our legitimate interests.
Comply with legal or regulatory requirements and the Law Society’s Diversity & Inclusion Charter | Necessary for our legitimate interests. Necessary to comply with legal obligations.
Contact you about future job opportunities | Necessary for our legitimate interests.
We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview. | Necessary for our legitimate interests.
We will use information about your race or national or ethnic origin, religion, or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting. | Necessary for our legitimate interests.

Glossary Of Lawful Bases

Legitimate Interest means the interest of our business in conducting and managing our business. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our business to appoint someone to that role and you have applied to be appointed to that role. Having received your application, we will process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to interview you, we will use the information you provide to us before, during and after interview to decide whether to offer you the role.

Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation to which we are subject.

If we decide to offer you the role and should you accept, we will process your personal data for other purposes (such as background checks, administration of your work accounts etc). This data processing is detailed in our People Privacy Notice, which will be given to you at the time.

Sharing Your Personal Data

We may share your personal data with the parties set out below:

With other Ampa Group Entities and Associate Entities for administrative, technical, and management purposes, or if such entity is providing products or services to the group. The current Group Entities and Associate Entities are:
Shakespeare Martineau LLP (trading as Shakespeare Martineau, Lime Solicitors, Marrons and Corclaim)
Shakespeare Martineau Scotland LLP
Mayo Wynne Baxter LLP
Coadax LLP
Cyber Security Strategies Ltd (trading as CSS Assure)
Ampa Holdings LLP
Ampa Ventures Ltd
Third Parties such as:
suppliers and those who process data on our behalf.
Specifically, 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.
If your application is via an agency, offers of employment are made via the agency who would therefore receive the offer summary to pass on to you, including salary and benefits.
those to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
Any entity to whom we are legally required or requested to make such disclosure by any court of competent jurisdiction or by any governmental, law enforcement agency or other regulatory authority.

We require all Ampa group members and other third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.