Candidate Privacy Policy

Last updated 7 February 2025.

Welcome to Literal Labs! We look forward to collaborating with You to support Your career development.

This "Candidate Privacy Policy" outlines the Personal Information We collect from You, how We collect, use, and process it, and how We comply with Our legal obligations in doing so. Your privacy is of utmost importance to Us, and We are committed to protecting Your Data and safeguarding Your privacy rights. While this Privacy Notice is comprehensive, We encourage You to read it carefully.

Mignon Technologies Ltd dba Literal Labs, located at 3rd Floor Maybrook House, 27-35 Grainger Street, Newcastle upon Tyne, United Kingdom NE1 5JE, acts as the Data Controller for the purposes of UK data protection laws, including the UK General Data Protection Regulation (UK GDPR).

While We are not legally required to appoint a Data Protection Officer (DPO), You may contact Us regarding any privacy or compliance-related inquiries by using the contact information contained herein.

By submitting a job application to us, You acknowledge and agree to the terms of this Candidate Privacy Policy, forming an "Agreement" between You and Literal Labs.

Interpretation and Definitions

Interpretation

The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Candidate Privacy Policy:

Candidate (also referred to as "You" and "Your") refers to you, the individual to whom this Candidate Privacy Policy applies.
Company (also referred to as "We", "Us" or "Our" in this Agreement) refers to Mignon Technologies Ltd dba Literal Labs, 3rd Floor Maybrook House 27-35 Grainger Street Newcastle upon Tyne, United Kingdom NE1 5JE.
Activities encompasses various human resources services provided by the Company and its contractors, including but not limited to staffing, secondment, payroll services, recruitment and selection, testing solutions, career transition, talent development, training and education, outplacement, and international mobility.
IT Systems refers to the technological infrastructure employed by the Company to facilitate its Activities.
Portal refers to any platform provided by the Company for candidates and personnel, enabling them to search and apply for job opportunities offered by the Company and its affiliated entities based on their interests, skills, experience, and preferred locations.
Personal Information (also referred to as Data) refers to information that relates to an identifiable individual, sometimes referred to as ‘personally identifiable information’ or ‘PII’. This Candidate Privacy Policy governs the processing of such Data and does not extend to information concerning corporate entities, except where overlap occurs.

What Personal Information Does The Company Collect?

The Company collects and utilises Personal Information to appropriately manage the relationship between You and the Company. This includes, but is not limited to:

Identity Data—Includes Your full name, any unique identifier(s), title, place of birth, and documents verifying Your identity.
Contact Data—Comprises Your email addresses, postal address, telephone numbers, as well as details of Your next of kin and emergency contacts.
Qualifications and Work Experience Data—Encompasses Your curriculum vitae (CV) or résumé, details of Your education and training, Your current level of remuneration including benefit entitlements, attendance at courses and internships, documentation verifying Your right to work in the United Kingdom, any information provided in Your CV or résumé, as well as photographs and video recordings captured during interviews or training sessions.
Social Media Data—Refers to information contained within Your social media profiles, such as LinkedIn, and any other publicly available or shared Data You provide to the Company via social media platforms.
Audio and Audio-Visual Communication Data—Includes records of telephone calls, conference calls, video calls, and other audio or audio-visual communications conducted via Our IT Systems. This includes, where applicable, the telephone number or account used, as well as the time, date, duration, and content of the communication, subject to applicable laws and Company policies.
Sensitive Data—Includes, where applicable and permitted by law, details concerning disabilities and any reasonable workplace or recruitment accommodations required, as well as diversity-related information (such as racial and ethnic origin, political opinions, religious beliefs or equivalent philosophical beliefs, trade union membership, and data concerning sexual life and sexual orientation). It also covers health-related data, including sickness records, disability status, fitness for work assessments, and health insurance details where these contain data relating to sickness. Additionally, this category includes information regarding alleged or proven criminal offences where required or permitted by applicable law.

The Company may collect certain categories of Personal Information outlined above, depending on the relevant circumstances and applicable local laws and regulations, to facilitate the provision of employment opportunities that align with Your qualifications and interests.

How Does The Company Collect Personal Information?

The Company collects Personal Information information in a variety of ways. For example, Personal Information might be contained in communciation You submit or conduct with us including, but not limited to, via application forms, curriculum vitaes or resumes, obtained from Your passport or other identity documents, or collected through interviews or other forms of assessment, including coding tests.

The Company will also collect Personal Information about You from third-parties including, but not limited to, references supplied by former employers and background checks.

Personal Information will be stored in a range of different places, including on Your application record, in data management systems utilised by the Company, and on other IT Systems.

Monitoring of IT Systems

The Company reserves the right to monitor or log user interactions conducted via its IT Systems, including but not limited to email, messaging platforms, telephone calls, and video conferencing tools. Such monitoring is conducted in compliance with applicable laws of England and Wales, including but not limited to the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Investigatory Powers Act 2016, and the Regulation of Investigatory Powers Act 2000 (RIPA).

Monitoring is undertaken to ensure the security, integrity, and efficiency of Our IT Systems, protect Company assets, prevent unauthorised access, and ensure compliance with internal policies and legal obligations. Any monitoring is proportionate, limited to the minimum extent necessary to achieve its lawful purpose, and conducted with respect for individuals’ privacy rights.

Where monitoring involves the recording of communications, this will only be done where permitted by law, where appropriate notice has been provided, and in accordance with the legitimate interests of the Company, contractual obligations, or other lawful bases as defined under UK GDPR.

Why Do We Process Your Personal Information?

Purpose of Processing	Categories of Data	Legal Basis for Processing
To provide services, including identifying suitable job opportunities, assisting with training, and facilitating job applications. This includes sharing Your CV with potential employers and notifying You of future job openings.	Identity Data, Contact Data, Qualifications and Work Experience Data, Social Media Data	Performance of a contract or preparatory steps to enter into a contract
To assess and decide on job applications, including conducting interviews.	Identity Data, Contact Data, Qualifications and Work Experience Data, Social Media Data	Performance of a contract or preparatory steps to enter into a contract
To evaluate recruitment outcomes as part of the selection process.	Identity Data, Contact Data, Qualifications and Work Experience Data, Social Media Data	Performance of a contract or preparatory steps to enter into a contract
To provide necessary workplace adjustments for candidates with disabilities.	Identity Data, Sensitive Data	Performance of a contract (where workplace adjustments are agreed upon but not mandated by law); compliance with legal obligations (e.g., disability and labour laws)
To send direct communications via email, phone, messaging, or via other means.	Identity Data, Contact Data	Consent
To diagnose and resolve technical issues affecting communications networks.	Identity Data, Contact Data, Audio and Audio-Visual Communication Data	Legitimate interests in resolving technical problems affecting business operations
To transfer data to third parties where applicable.	Any relevant category of personal data	Legitimate interests in subcontracting services, performance of a contract, compliance with legal requirements, or consent. For international transfers of Personal Information to countries without an adequacy decision, We rely on SCCs or other appropriate safeguards as permitted under UK GDPR.
To comply with legal and regulatory obligations, including tax reporting and law enforcement requests.	Any relevant category of personal data	Compliance with legal obligations
To ensure the security of individuals, facilities, systems, and assets.	Identity Data, Sensitive Data	Legitimate interests in maintaining business security
To monitor adherence to internal policies and procedures.	Identity Data	Legitimate interests in ensuring policy compliance
To manage internal and external communication systems, including databases.	Identity Data, Contact Data, Audio and Audio-Visual Communication Data	Legitimate interests in maintaining operational efficiency
To investigate or address complaints and incidents.	Identity Data, Contact Data, Audio and Audio-Visual Communication Data, Sensitive Data	Compliance with legal obligations (e.g., labour laws) or legitimate interests in incident resolution
To participate in mergers, acquisitions, or joint ventures involving the the Company.	Any relevant category of personal data	Legitimate interests in corporate growth and restructuring

How Long Does The Company Retain Personal Information?

If You apply to the Company but Your application is not successful, we will retain Your Personal Information for one (1) year from the date of Your application to allow for consideration for future employment opportunities. At the end of that period or upon Your withdrawal of consent, Your Personal Information will be deleted or destroyed.

However, the Company reserves the right to retain Your Personal Information for a longer period where there is cause, including, without limitation, to comply with legal or regulatory obligations (e.g., ongoing litigation, regulatory investigations) or to the extent required or permitted by law.

If Your application for employment is successful, the Personal Information collected during the recruitment process will be transferred to Your employment file and retained throughout Your employment. The retention periods applicable to Your Personal Information as an employee will be provided to You in the employee privacy notice.

Do You Have to Provide Personal Information?

You are not required to provide Us with Your Personal Information. However, failing to do so may prevent Us from processing Your application or considering You for employment opportunities, as a minimum amount of information is necessary to assess Your suitability for a position.

If You choose to provide limited or incomplete Personal Information, this may affect Our ability to progress Your application through the recruitment process. In some cases, it may prevent Us from conducting interviews, verifying Your qualifications, or making a job offer. Additionally, We may be unable to fulfil legal obligations, such as verifying Your right to work, ensuring workplace health and safety, or meeting regulatory requirements.

Do We Use Artificial Intelligence?

Unsurprisingly, as an AI company, We will utilise artificial intelligence (AI) in certain processes. However, We do not use Your Personal Information in any automated decision-making processes (i.e., decisions made solely by technology without human involvement) or profiling techniques that result in legal or similarly significant effects concerning you.

We employ various technologies to analyse Data, always ensuring human oversight in these processes. Our AI tools assist human decision-makers by managing large volumes of data, such as job opportunities and candidate profiles.

We may use AI-driven systems, including machine-learning, logic- or knowledge-based models, and statistical approaches, to support the services We provide to You and Our clients. For instance, when searching for suitable opportunities or projects, We employ AI to scan job listings using attributes such as job title, availability, skillset, assessment scores, and location to generate a shortlist of the most relevant opportunities. However, all final decisions affecting You are made by trained personnel, ensuring that AI systems do not produce legal effects on their own.

Do We Transfer Your Personal Information to Third Parties?

Yes, We may disclose Your Personal Information to third parties where necessary to fulfil the purposes outlined in this Agreement. Such disclosures occur in the following circumstances:

To Our suppliers. We may engage third-party suppliers to perform administrative and operational tasks that support Our relationship with you. These suppliers are contractually and legally bound to maintain the confidentiality of Your personal Data and may only access the information necessary to carry out their functions. Typical suppliers include:
- IT Systems providers who host or support Our information systems, including those storing Your Data.
- Premises management companies responsible for physical security at Our locations, which may require them to process access-related information.
- Human resources service providers who manage payroll, benefits administration, and workplace services such as on-site catering.
- Travel management providers who organise and facilitate business travel.
- Finance and accounting service providers who process financial transactions related to payroll, accounts payable, and accounts receivable.
To government or law enforcement authorities. We may share Your personal Data with government agencies, regulatory bodies, law enforcement, or other authorities if We determine, at Our sole discretion, that We are legally required or authorised to do so, or if it is deemed necessary to comply with legal or regulatory obligations.
To prospective buyers, sellers, or service providers and their advisors. In the event of a merger, acquisition, business restructuring, change of service provider, or other corporate transactions, We may disclose Your Personal Information to the prospective buyer, seller, or new service provider and their legal or financial advisors as part of the due diligence process or transaction implementation.

Do We Transfer Your Personal Information Outside Your Country?

Your Personal Information may be transferred to and processed in one or more countries, including locations both within and outside the United Kingdom (UK) and the European Economic Area (EEA). Such transfers primarily occur when sharing Personal Information with third parties, particularly in relation to the IT Systems We use. These include, but are not limited to, Google (for communications and data storage) and Notion (for data storage and processing). Additionally, other IT Systems and software referenced within Our broader Privacy Policy may also be involved in data processing Activities.

When We transfer Your Personal Information outside the UK or EEA, We ensure that adequate safeguards are implemented to protect Your Data as required by the UK General Data Protection Regulation (UK GDPR). These safeguards include:

Adequacy Decisions: Where the destination country has been deemed to provide an adequate level of data protection by the UK government, Your Personal Information will be transferred on the basis of such adequacy decisions.
Standard Contractual Clauses (SCCs): In cases where there is no adequacy decision, We rely on Standard Contractual Clauses (SCCs) approved by the UK Information Commissioner's Office (ICO), which impose obligations to protect Your Personal Information to a standard equivalent to that required in the UK.
Other Safeguards: Where applicable, We may implement additional measures to ensure that Your Personal Information is protected when transferred internationally, including binding corporate rules (BCRs), encryption, or pseudonymisation.

You may request further information about these safeguards by contacting Us using the contact details provided in this Candidate Privacy Notice.

Your Rights Regarding Your Personal Information

Under applicable data protection laws, You have the following rights:

Right to Access and Obtain a Copy of Your Personal Information
You have the right to request confirmation as to whether We process any of Your Personal Information. If We do, You may request access to Your Data and certain details regarding its processing. In some cases, You may also request an electronic copy of Your information. Additionally, under limited circumstances, You may have the right to request that We transfer (“port”) Your Personal Information directly to another third-party provider.
Right to Rectify Your Personal Information
If You can demonstrate that the Personal Information We hold about You is inaccurate or incomplete, You may request that it be updated or corrected.
Right to Erasure ("Right to Be Forgotten")
In certain situations, You have the right to request the deletion of Your Personal Information. While We will assess all such requests, this right may be subject to legal obligations requiring Us to retain certain Data. If We determine that Your request should be granted under applicable law, We will erase Your Data without undue delay.
Right to Restrict or Object to Processing
Under specific circumstances, You have the right to request that We restrict the processing of Your Personal Information or object to its processing based on Your particular situation.
Right to Withdraw Consent
Where We rely on Your consent to process Your Personal Information, You have the right to withdraw that consent at any time. However, this will not affect the lawfulness of any processing carried out before Your withdrawal. Please note that withdrawing consent may impact Our ability to provide certain services, and We will inform You accordingly if this is the case.
Right to Data Portability
If We process Your Personal Information based on Your consent or in relation to a contract, You have the right to request that We transfer the Data You provided to another organisation or directly to you.

You also have the right to lodge a complaint with the relevant Supervisory Authority. In the United Kingdom, this is the Information Commissioner’s Office (ICO), which can be contacted via www.ico.org.uk, by email at [email protected], or by telephone at 0303 123 1113.

To exercise any of Your rights, please contact us.

Data Security When Using Our Systems

You are responsible for maintaining the confidentiality of Your login credentials for the Portal, particularly Your password, whether it was assigned to You by Us or chosen by you. These credentials are strictly for Your personal use and must not be shared with any other individual.

Do You Have to Provide Accurate and Up-to-Date Personal Information?

You are required to provide accurate, complete, and up-to-date Personal Information when interacting with Us, including when applying for a position or submitting information through Our Portal or other communication channels. It is Your responsibility to ensure that all information You provide is truthful and correct.

If any of Your Personal Information changes during the recruitment process or while We retain Your Data, You must promptly notify Us of such changes. This enables Us to maintain accurate records and comply with Our legal obligations.

The Company is entitled to rely on the accuracy and completeness of the Personal Information You provide. Any misrepresentation, omission, or failure to update Your Personal Information may impact Our ability to assess Your application, establish an employment relationship, or comply with applicable legal and regulatory requirements.

Changes to This Privacy Notice

This Privacy Notice may be updated periodically. Any significant changes will be communicated through appropriate means, such as notices on Our Portal or website, or via other communication channels.

Contact

If you:

Have any questions or concerns regarding this Privacy Notice, or
Require further information about how We protect Your Data, including when transferring it outside Your country,

please contact us.