Job Applicant Privacy Notice

Data controller (UK): 8x8 UK Limited, Oxford House, Bell Business Park, Aylesbury HP19 8JR

Data controller (Romania): 8x8 Research and Innovations SRL, Bulevardul 21 Decembrie 1989 77, Cluj-Napoca 400124, Romania

Data protection officer email: [email protected]

As part of any recruitment process, the Company, being 8x8 UK Limited (for UK applicants) or 8x8 Research and Innovations SRL (for Romanian applicants) collects and processes personal data relating to job applicants. The Company is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does the Company collect?

The Company collects a range of information about you. This includes IP Address, date of birth, and use cookies and other internet technologies to gather general information about you via ICIMs our applicant tracker and via the interview selection process. Specifically, the Company may collect:

  • your name, address and contact details, including email address and telephone number;
  • details of your qualifications, skills, experience and employment history;
  • information about your current level of remuneration, including benefit entitlements;
  • whether or not you have a disability for which the Company needs to make reasonable adjustments during the recruitment process;
  • information about your entitlement to work in the UK, or Romania (or other countries within the European Economic Area); and
  • equal opportunities monitoring information, including information about your ethnic origin.

The Company collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests.

The Company will also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. The Company will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

Why does the Company process personal data?

The Company needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.

In some cases, the Company needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK and Romania (or the European Economic Area) before employment starts.

The Company has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the Company to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. In very rare circumstances, the Company may also need to process data from job applicants to respond to and defend against legal claims.

Where the Company relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of employees or workers and has concluded that they are not.

The Company processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.

If the Company is required to process information about ethnic origin as part of its recruitment processes, this would be for equal opportunities monitoring purposes only.

For some roles, the Company is obliged to seek information about criminal convictions and offences. Where the Company seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.

If your application is unsuccessful, the Company will keep your personal data on file in case there are future employment opportunities for which you may be suited. However, should you not want us to retain your personal data on file, please contact us on the details above to let us.

Who has access to data?

Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy, as well as to a limited number of third-party vendors, suppliers and other contractors (collectively, “Service Providers”) for the purpose of assisting us in our recruitment process.

The Company will not share your data with any other third parties, unless your application for employment is successful and it makes you an offer of employment. The Company will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.

Your personal information may be transferred to, and processed in, countries other than the country in which you are resident. These countries may have data protection laws that are different to the laws of your country (and, in some cases, may not be as protective).

Specifically, our Applicant tracker and central HR Database are managed by our global HR & Recruitment teams in the US and stored in systems provided by our Service Providers in various locations, including the UK and the US. This means that when we collect your personal information we may process it in any of these countries.

However, we have taken appropriate safeguards to require that your personal information will remain protected in accordance with this Privacy Notice. These include implementing an intra-group agreement based on the European Commission’s Standard Contractual Clauses for transfer of personal information between our group companies.

8x8 also requires such third parties to protect personal information they process from the EEA in accordance with European Union data protection law. Further details can be provided upon request.

How does the Company protect data?

The Company takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties. In order to meet these obligations, the Company has in place an internal Privacy Notice, HR Privacy Policy, Register of HR related personal data and relevant procedures to ensure the correct level of awareness and safeguards are in place whilst handling your personal data. We also have in place a Data Protection Officer who oversees the regular review and monitoring of your personal data to ensure our policies and procedures are implemented and kept up to date. Furthermore, in the US we are validated to HIPPAA and FISMA standards, and in the UK we are certified to ISO27001; ISO9000:2015 and Cyber Essentials certification schemes.

For how long does the Company keep data?

If your application for employment is unsuccessful, the Company will hold your data on file for a further 18 months for consideration for future employment opportunities, unless you inform us that you do not wish to be considered for future opportunities. At the end of that period (or if you inform us that you do not wish to be considered for future opportunities), and unless there are other legitimate grounds upon which we need to retain your data, your data is deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.


Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require the Company to change incorrect or incomplete data;
  • require the Company to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
  • object to the processing of your data where the Company is relying on its legitimate interests as the legal ground for processing; and
  • ask the Company to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the Company’s legitimate grounds for processing data.

If you would like to exercise any of these rights, please contact the 8x8 Data Protection Officer at [email protected] or contact the Company at the address provided above. You also have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to the Company during the recruitment process. However, if you do not provide the information, the Company may not be able to process your application properly or at all.

You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.

Automated decision-making

Recruitment processes are not based solely on automated decision-making.