Careers at invoX Pharma

invoX Pharma (“we”, “us”) 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 invoX Pharma.

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.
In particular, we process 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.
Education information including degrees awarded, transcripts, and other information provided in support of the job application.
Compensation history
Details regarding the type of employment sought, desired salary, willingness to relocate, job preferences, and other information related to compensation and benefits.
Reference information and information received from background checks, where applicable, including information provided by third parties.
Information related to previous applications to invoX or previous employment history with invoX.
Any additional personal details that you otherwise voluntarily 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.

The provision of full and complete information in support of a job application is necessary for selection purposes. Failure to provide any of the data may affect the processing and outcome of your application.

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 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:

Identifying and evaluating job applicants, including assessing skills, qualifications, and interests.
Verifying your information and carrying out employment, background, and reference checks, where applicable, subject to your consent where required by applicable law.
Communicating with you about the recruitment process and your application.
Keeping records related to our hiring processes.
Creating and submitting reports as required by applicable laws or regulations.
Complying with our legal, regulatory, or other corporate governance requirements.
Analyzing and improving our application and recruitment process.
Complying with applicable laws, regulations, legal processes, or enforceable government requests.
To protect the rights and property of invoX, other job applicants, employees, or the public, as required or permitted by law. To consider your application in respect of a role for which you have applied.
To help Pinpoint improve their services.

Automated decision making / profiling

We may leverage Pinpoint’s technology to help us select appropriate candidates for us to consider based on criteria we have identified. The process of finding suitable candidates is automatic, however, any decision as to who we will engage to fill the job opening will be made by our team.

Collection and Use of Sensitive Personal Data

The following categories of personal data may be considered sensitive under the laws of your jurisdiction and may receive special protection:

Race or ethnic origin.
Political opinions.
Religious, philosophical, or moral beliefs.
Trade union membership.
Social welfare, sexual life, or sexual orientation.
Physical or mental health or condition.
Unlawful or objectionable conduct, criminal charges, or convictions.
Biometric information.
Genetic data.

We may collect and process the following categories of sensitive personal data when you voluntarily provide them or we receive them from a third party with your consent, when relevant for a particular position and as permitted by applicable law:

Physical or mental health or condition or disability status to determine appropriate workplace accommodations and evaluate fitness for a particular position.
Gender, gender identity, sexual orientation, religion race or ethnic origin, age range, disability, preferred pronouns, veteran status and marital status to ensure meaningful equal opportunity monitoring, reporting, and fostering diversity and inclusion. Data collected for equal opportunity monitoring will be anonymized.
Unlawful or objectionable conduct, criminal charges, or convictions to evaluate fitness for a particular position, ensuring a safe and inclusive working environment.

Where we have a legitimate need to process your sensitive personal data for purposes not identified above, we will only do so only after providing you with notice and, if required by law, obtaining your consent.

Data Sharing

We will only disclose your personal data to third parties where required by law or to our employees, contractors, designated agents, or third-party service providers who require such information to assist us with administering the recruitment process, including third-party service providers who provide services to us or on our behalf. We may use third-party service providers for various purposes, including, but not limited to, obtaining employment verification and background checks. These third-party service providers may be located outside of the country in which you live or the country where the position you have applied for is located.

We require all our third-party service providers, by written contract, to implement appropriate security measures to protect your personal data consistent with our policies and any data security obligations applicable to us. We do not permit our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes in accordance with our instructions.

We may also disclose your personal data for the following additional purposes where permitted or required by applicable law:

To other members of our group of companies (including outside of your home jurisdiction) for the purposes set out in this Privacy Notice and as necessary to administer the application and recruitment process.
As part of our regular reporting activities to other members of our group of companies.
To comply with legal obligations or valid legal processes such as search warrants, subpoenas, or court orders. When we disclose your personal data to comply with a legal obligation or legal process, we will take reasonable steps to ensure that we only disclose the minimum personal data necessary for the specific purpose and circumstances.
To protect the rights and property of invoX, other job applicants, employees, or the public, as required or permitted by law.
During emergency situations or where necessary to protect the safety of persons.
Where the personal data is publicly available.
If a business transfer or change in ownership occurs.
For additional purposes with your consent where required by law.

Cross-Border Data Transfers

Where permitted by applicable law, we may transfer the personal data we collect about you to the United States and other jurisdictions that may not be deemed to provide the same level of data protection as your home country for the purposes set out in this Privacy Notice. We have implemented data transfer agreements to secure the transfer of your personal data to any other jurisdictions.

How we store your personal data

Security

We have implemented appropriate physical, technical, and organizational security measures designed to secure your personal data against accidental loss and unauthorized access, use, alteration, or disclosure. In addition, we limit access to personal data to those employees, agents, contractors, and other third parties that have a legitimate business need for such access.

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. By submitting your personal data, you agree to this transfer, storing or processing.

How long we keep your personal data

We retain all candidate data for a period of 48 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

Under the General Data Protection Regulation you have a number of important rights. In summary, those 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
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

Right to Withdraw Consent

Where you have provided your consent to the collection, processing, and transfer of your personal data, you may have the legal right to withdraw your consent under certain circumstances. To withdraw your consent, if applicable, contact us at data@invoxpharma.com.

Data Protection Officer

We have appointed a data protection officer to oversee compliance with this Privacy Notice. If you have any questions about this Privacy Notice or how we handle your personal data, or you would like to make a request relating to your personal data, please contact the data protection officer at: data@invoxpharma.com. If you are unsatisfied with our response to any issues that you raise with the data protection officer, you may have the right to make a complaint with the data protection authority in your jurisdiction.

Changes to This Privacy Notice

We reserve the right to update this Privacy Notice at any time and we will provide you with a new Privacy Notice when we make any updates. If we would like to use your previously collected personal data for different purposes than those we notified you about at the time of collection, we will provide you with notice and, where required by law, seek your consent before using your personal data for a new or unrelated purpose. We may process your personal data without your knowledge or consent where required by applicable law or regulation.

How to complain

We hope that we can resolve any query or concern you raise about our use of your information.The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred.