Recruitment privacy notice

We may collect, use and store the following types of personal information as part of our recruitment activities:

Personal identification details: Full name, gender, country, date of birth, military/veteran status, nationality and immigration status

Contact details: Email address, phone number, postal address

Business and career development information: Job title, membership of any professional bodies or institutes, CV/resume, professional certifications, assessment and/or test evaluations, interview notes, application details

Compensation and payroll information: Bank account information (for payment), desired salary, current salary, compensation and benefits

Online tracking information: Identification numbers, location, Internet protocol address (‘IP Address’), browsing behaviour, device ID, websites visited, language used

Account login information: Login ID, other information used to access and/or secure systems and applications including our careers website

For more information about the personal information we collect when you visit our career website or access our applications, please see our Website privacy notice and Online tracking technologies privacy notice.

Health information: Accessibility requirements (including mobility, sight or hearing) where needed to facilitate your interview with a Mott MacDonald representative

Background information including criminal history: Employment references, education checks, driver’s license check, criminal records and/or alleged offences

Equality, diversity and inclusion (EDI) information: racial or ethnic origin, religious beliefs, disability status, sexual orientation, and gender identification (depending on the country you reside in). This information allows us to monitor and report on workforce diversity and equal opportunity. It will be used to comply with legal obligations (where applicable) and in an aggregated and depersonalised form for reporting purposes.

We treat your health information, EDI information and background information (including criminal history) as particularly sensitive and so we will only process it if there is a legal justification for doing so, or if we have sought your prior consent.

Other information: Your image (photographs or videos), feedback, opinions and information provided in emails, any interests that you provide directly to us (for example, you may indicate that you are interested in receiving digital communications from us relating to future employment opportunities), or any information we may derive indirectly from your interactions with us (for example, the information we may gather through the use of online tracking technologies about how you interact with our careers website).

Please note that the decision not to provide any of your personal information as required or requested in the context of the recruitment procedure may affect your ability to participate in the recruitment process.

We obtain your personal information when you engage with us in person (for example, through your interactions with representatives of Mott MacDonald during the interview process), when you visit our careers website, or through other recruitment channels. There are also some occasions where we do not receive your personal information directly from you.

Online recruitment portal: We collect your personal information when you submit your application through our career’s website and recruitment application systems.

In-person, telephone or video conference interviews: We collect your personal information when you attend an in-person, telephone or video conference interview with representatives of Mott MacDonald during the interview process.

Digital communications: We collect your personal information when you contact us or send us your enquiries through our careers email channel or other recruitment channels.

Careers marketing activities (website, digital communications and social media): We collect your personal information when you visit our careers website, login or register for one of our job opportunities, or when you agree to receive digital marketing communications from us. We may also use social media platforms that you actively use, such as LinkedIn, to send you information about job opportunities, which we think might interest you. In sending these communications, we respect all of the preferences that you have set on these platforms. Please see our Marketing and events privacy notice for further information.

Third parties: Third parties may occasionally provide us with your personal information, such as where we have partnered with a recruitment agency to assist us with finding a suitable job candidate or from references in connection with background or employment checks. We will always confirm with any third parties that you have agreed to have your personal information shared with us, and we will communicate with you to let you know when any such sharing has taken place.

We will only use personal information about you when the law allows us to do so. In certain locations, there may be differences in the legal justifications that can be relied upon when we collect, use, and handle personal information due to local legal requirements or the way that Mott MacDonald operates in that location. If that is the case, we will notify you of the differences in a supplementary privacy notice.

We have outlined the purposes for which we use your personal information in the context of our recruitment activities below, along with the categories of personal information used:

For recruitment, evaluation, background screening and hiring purposes

• Identifying, evaluating, selecting, and recruiting applicants
• Assessing skills, qualifications, and interest against Mott MacDonald career opportunities
• Setting up and conducting interviews and assessments
• Conducting background checks and assessments
• Verifying your suitability for employment and right to work in the respective country
• Contacting third party references to evaluate pervious performance or as otherwise necessary in context of recruitment activities
• Informing the Mott MacDonald employee that referred you (where applicable) about the status of the recruitment cycle
• Managing expenses and reimbursements
• Identifying and addressing disability support requirements

Categories of personal information used for the above purposes include:

• Personal identification information
• Contact details
• Business and career development information
• Compensation and payroll information
• Health information
• Background information including criminal history
• Your feedback, opinions, interests and preferences

To communicate with you and manage our relationship with you

• Inform you of available vacancies
• Deliver communications to you about future vacancies
• Provide information relating to an application and to fulfil any requests made by you
• Offer suitable opportunities for employment within Mott MacDonald
• Respond to enquiries we receive from you

Categories of personal information used for the above purposes include:

• Personal identification information
• Contact details
• Business and career development information
• Your feedback, opinions, interests and preferences

Complying with legal obligations

• Disclosing personal information to government agencies, regulatory authorities or law enforcement (this includes complying with subpoenas and court orders)
• Record keeping and reporting obligations
• Pursuing our legal rights and remedies
• Establishing, exercising or defending Mott MacDonald’s legal position
• Managing complaints and legal claims
• Conducting criminal record checks, driver’s license checks, and history checks (this will depend on applicable local law, client and role requirements)
• Monitoring and reporting on gender and ethnicity pay gap (where required by law)
• Monitoring and reporting on equality, diversity and inclusion (where required by law)

Categories of personal information used for the above purposes include:

• Personal identification information
• Contact details
• Business and career development information
• Compensation and payroll information
• Health information
• Background information including criminal history
• Equality, diversity and inclusion information
• Your feedback, opinions, interests and preferences

To improve our recruitment and hiring processes

• Monitoring gender and ethnicity pay gap trends to ensure that our processes are fair
• Monitoring diversity data and employment trends to ensure that our processes are fair
• Reviewing and managing any feedback we receive from you

Categories of personal information used for the above purposes include:

• Equality, diversity and inclusion information
• Your feedback, opinions, interests and preferences

To improve the content of our careers marketing materials and careers website

• Online tracking information (your IP address, geographic location and email address)
• Interests and preferences (if provided by you)

When using your personal information for the purposes above, we will generally rely on your consent or a legal obligation.

In certain jurisdictions, such as the UK and EEA member states, we may also process this information based on our legitimate interests. If this is the case, then we will balance your rights and freedoms against our own interests, or those of any third parties, to ensure that your rights are not infringed.

Automated decision-making is the process of making objective decisions by automated means, based on pre-defined criteria, without any human intervention. Where we expect a significant volume of applicants for a position, Mott MacDonald may use automated decision-making to help assess the eligibility of candidates for the role. Your application may be automatically declined if your application does not meet the criteria specified in the job description or you do not pass an assessment required for the role.

We will only use automated decision-making where permitted by law, for example:

• It is necessary for entering into, or performance of a contract between you and Mott MacDonald; or
• We have your express consent.

If you apply for a place on one of our graduate recruitment programmes, we may use third party online assessment tools. These assessments tell us whether you are likely to enjoy working with us and whether you have the overall skills to be successful at Mott MacDonald. If you do not meet or exceed the required assessment score, you will be unable to progress any further in the process. Express consent to the use of automated decision-making based on the assessment scores will be requested before you start the assessment.

If you object to our use of automated decision-making or withdraw your consent, we will stop processing your personal information using those techniques. If you ask us to manually review an automated decision, by contacting careers@mottmac.com, we will manually review the automated decision and confirm whether or not it was correct.

Please note that Mott MacDonald is an inclusive employer. We have taken positive action to ensure that the recruitment decisions we make are objective, free from bias and based upon individual skills and potential. For example, our automated decisions never use sensitive (or ‘special categories of’) personal information that could be used to discriminate on the basis of gender, ethnicity, race, and religion.

Personal information processed during our business activities may be shared, used, handled and otherwise made available to Mott MacDonald entities, service providers, and third parties when it is necessary and proportionate to do so. We may share, provide access to and transfer your personal information:

Within Mott MacDonald as appropriate to provide our services and to effectively maintain our business.

Our third party services providers who help us communicate with you and deliver our recruitment campaigns, conduct background screening and vetting, process visa and work permit applications, support our technology systems and infrastructure or manage access to our work premises and facilities. These include, DocuSign (electronic agreements), Evie (interview scheduling tool) and Sterling Backcheck (background screening and vetting).

An acquiring company if the structure of our business changes. For example, if we merge, combine or divest a part of our business, then we may need to transfer your personal information to the relevant third party or restructured organisation.

Regulatory authorities or law enforcement agencies if we need to comply with their request for information, such as where an investigation is being carried out.

When we need to share your personal information with these third parties, we use a combination of contractual, physical and technical measures to keep it secure. To protect personal information that is transferred internationally, we ensure that appropriate safeguards are in place and that your privacy and data protection rights are protected. Those safeguards will normally include data encryption, role-based access permissions, and legal agreements that facilitate the lawful cross-border transfer of personal information. Please refer to our Group policies for more information.

Please note that we will never sell your personal information to a third party for any purpose.

We work hard to maintain and improve security measures that prevent personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We limit access to personal information to individuals and organisations who have a legal right of access (for example, regulatory authorities or law enforcement agencies), or a legitimate business need to know (for example, recruitment specialists, hiring managers, and service providers). Our service providers and suppliers will only process personal information in accordance with our instructions, and we ensure that all third parties are subject to a legal duty of confidentiality. 

All Mott MacDonald People who may be required to access your personal information when carrying out their duties are required to complete privacy and data protection training on an annual basis.

Please also see our Information security and Privacy and data protection Group policies for more information.

We will only retain personal information for as long as reasonably necessary for the purposes set out in this notice. In certain cases (where required by law) we may need to keep your personal information for an extended period of time (for example, for immigration, tax, financial audit, litigation or dispute purposes).

When your personal information is deleted or destroyed, we ensure that it is safely and permanently disposed of in accordance with any local legal requirements.

We respect your rights over your personal information, which are set out below:

• Right of access to your personal information. This enables you to request a copy of your personal information and to check that we are processing it lawfully.
• Right to correct the personal information that we hold about you. This enables you to ask us to amend or update any incomplete or inaccurate personal information.
• Right to request erasure of personal information about you. This enables you to ask us to delete or remove personal information where there is no valid reason for us to continue processing it.
• Right to object to the use of your personal information if you think we do not have a valid reason to process it and want us to stop processing it.
• Right to restrict further use of personal information about you. This enables you to ask us to limit or suspend the use of your personal information (for example, if you want us to confirm its accuracy or the reason why we are processing it).
• Right to transfer personal information about you to another party. You can ask us to send (or “port”) your personal information to another organisation.  

You can exercise these rights at any time by initiating a request via privacy@mottmac.com. There may be occasions where we need to collect personal information from you, such as your name and contact details, to verify your identity before responding to your request.  

We will handle your request carefully and respond to you within any applicable statutory deadline (for example, in the UK and EEA, we will respond to you within one month from the date we receive your request and in California, we will respond to you within forty-five days from the date we receive your request). If there is a lawful reason to extend this deadline, then we will let you know as soon as possible.

If you choose to exercise any of your rights set out above, then please be assured that we are committed to treating you fairly and ensuring non-discriminatory treatment.

Please also note that the extent to which you can exercise your rights may be limited by the rights and interests of others (for example, where we are unable to delete all your personal information due to our regulatory obligations). If this is the case, we will let you know without undue delay.

If you have any questions about our recruitment process or an application you have submitted, please contact careers@mottmac.com.

If you have any concerns about this privacy notice, or how we have used your personal information for our own purposes, please contact our Privacy and Data Protection Team at privacy@mottmac.com. If you’re located in Singapore, you can also contact us by calling 6293 1900. If you’re a resident of California, please contact privacyamericas@mottmac.com or dial 925 469 8010.

If you’re unhappy with how we have used your personal information, you can register a complaint with the data protection regulator in the country, state, or province where you are located.