Privacy Notice: Talent Database Privacy Statement.
We are required to notify you of this information, under data protection legislation. Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.
Consent
If you are applying to a job opening at an affiliate of the Ricoh Group or one of our partners, you agree that your application may also be forwarded to or made available to the affiliate of Ricoh or to the respective partner within the tool for evaluation and further processing.
If you have given us your separate consent to be included in the applicant pool and to have your application used within the Ricoh Group, you also agree that your application may be shared with affiliated group companies.
Your data will be processed in compliance with legal requirements and as described in the privacy notice.
By selecting "I agree" you confirm that you have read, understand and consent to the Data Privacy Statement (click to read the whole statement).
Data Privacy Statement
1. Who collects the information
Ricoh Europe Plc of 20 Triton Street, London, NW1 3BF (‘Ricoh’) is a ‘data controller’ and this means that we are responsible for deciding how we hold and use personal information about you.
2. Who this notice applies to
This notice applies to any applicants and/or employees of Ricoh anywhere in the world, including any users of the Ricoh website. It also applies to anyone who contacts or otherwise submits information to Ricoh.
3. Data protection principles
We will comply with data protection law. This says that the personal information we hold about you must be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely.
4. About the information we collect and hold
Personal data, or personal information, means 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).
Ricoh processes your personal data as an applicant for the purpose of initiating and establishing an employment relationship, an apprenticeship, or an internship. The legal basis for this is Art. 6(1)(a) (consent) and Art. 6(1)(b) (pre-contractual measures) of the GDPR.
If, as part of your application, you participate in support measures or labor market projects of the Federal Employment Agency (Bundesagentur), the Joint Employment Agencies (ARGE), or the participating municipalities, or if you make use of services provided by these institutions (labor market projects), we are authorised to transfer personal data to these institutions and third parties to the extent that this is required for the purpose of the labor market projects or is mandated by law. The legal basis in this case is Art. 6(1)(b) (pre-contractual measure) and Art. 6(1)(c) (legal obligation).
5. What information do we collect
We may collect the following categories of information, subject to local legal or regulatory requirements or restrictions:
- Name, address, email, telephone number, gender, date of birth, National Insurance number or similar social security number, social media identifier, payroll data
- Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information
- Information about your previous academic and/or employment history, including details of any conduct, grievance or performance issues, appraisals, time and attendance, from references
- Information regarding your academic and professional qualifications
- We carry out background checks, including criminal background and credit checks.
- We will collect other data, from time to time, to help us provide you with improved services, for example we survey candidates in order to improve our recruitment services
- In the context of initiating and establishing an employment relationship, we process, in particular, the data we have received directly from you as an applicant. In addition, we also process data that we have lawfully obtained from publicly available sources (e.g., commercial registers, the press, the Internet).
We will collect this information about applicants, employees, workers and contractors generally through the application and recruitment process, either directly from candidates or sometimes through referees (details of whom will have been provided), education providers, relevant professional bodies, and government or public authorities.
This also includes information collected when you:
- We collect information about how you interact with our website, through the use of cookies, web beacons and similar technologies that create and maintain unique identifiers.
- Submit your personal details via the application function on the Ricoh website
- Submit your personal details including LinkedIn url via the job search function
- Consent to a background check (where permitted by law)
- Contact Ricoh by email
- Complete surveys sent to you by Ricoh
- Submit further details to Ricoh for onboarding purposes
- Make available your information on publicly available sources such as LinkedIn
We will only use your personal information when the law allows us to.
Most commonly, we will use your personal information in the following circumstances:
- To take steps to enter into a contract;
- For compliance with a legal obligation; and
- For the purposes of our legitimate interests, but only if these are not overridden by your interests, rights or freedoms.
- We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.
The main purposes for which we may process personal information are:
- To process any recruitment activities leading to employment
- Check whether you are legally entitled to work in the country
- Paying employees and contractors
- Liaising with pension providers
- Administering any contract we may enter into with you or with a company run by you
- Making arrangements for the termination of our working relationship
- Dealing with legal disputes
- Complying with health and safety obligations
- To prevent fraud and the facilitation of tax evasion
- To ensure network and information security
- To conduct surveys with candidates
We will share your application materials or certain categories of personal information listed above with other parties if necessary for the application process. If you apply for a position at one of our affiliated companies, we must share your information with the relevant affiliated company in order to successfully place candidates in new roles. We may also be required to share some personal information with our regulators or as required to comply with the law. We will also share data at your request.
Within our company, access to your data must be granted to those departments that need it so that we can fulfil the aforementioned purposes and legal obligations (e.g., specialised departments, Human Resources). In this context and for this purpose, service providers and vicarious agents (subcontractors) engaged by us may also need to receive your data.
However, data will only be transferred outside the Ricoh Group if required by law or if you have given your consent. All recipients of your data are also obligated to comply with data protection regulations.
The following entities may be recipients of your personal data under the circumstances described:
- Public authorities and institutions where there is a legal or regulatory obligation
- (Sub)service providers to whom we transfer personal data for the purpose of conducting the application process (e.g., IT maintenance, data destruction) or who provide services for the collection and processing of the application process (e.g., recruitment platforms and providers of video conferencing solutions).
Data transfers to countries outside the EU or the EEA (so-called third countries) also take place only to the extent that this is necessary for the performance of the contract, is required by law, or you have given us your consent.
We use third-party service providers such as Phenom People Inc. and TalentLink to process personal data. We also use third-party service providers to provide payroll services, administer pensions, benefits provision and IT services. We require third parties to respect the security of your data and to treat it in accordance with the law and enter into all legally required contracts with these providers for this purpose (e.g., agreements pursuant to Article 28 of the GDPR).
We may transfer your data outside the UK and EU but if we do so you can expect a similar degree of protection in respect of your personal information. Where applicable, we ensure contractual clauses are in place between either controller or processor and/or the recipient of the personal data in the third country or international organisation that have been authorised by a competent supervisory authority.
9. Sensitive personal information and criminal records information
“Special categories” of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We have identified two circumstances where we may process special categories of personal information in the following circumstances:
- In limited circumstances, with your explicit written consent.
- Where we need to carry out our legal obligations.
We may only use information relating to criminal convictions where the law allows us to do so. We envisage that we will hold information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so. Where appropriate, we will collect information about criminal convictions as part of the recruitment process or we may be notified of such information directly by you in the course of the recruitment process.
10. Where information is stored and processed
Information will be stored and processed at our offices, in our data centers, and at third party agencies, service providers, representatives and agents as described above. Our IT environment and workstations are subject to strict security requirements and are ISO 27001 certified. The processing of personal data on our employees’ personal computers is prohibited. If your data is shared with affiliated companies, third-party vendors, or service providers, they are subject to the same strict requirements.
For applicants from the EU, data storage and processing takes place in data centers in the UK and EU.
11. Automated Decision-Making
Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We do not base decisions which produce legal or similarly significant effects to you solely on automated decision-making in the course of our business. In some cases, we may classify and organise your data for searchability and classification to match data with attributes of job descriptions in order to support human decision making. This may involve the data being read by a large language model and compared against job descriptions to assist with part of a human-overseen selection process. Only tools determined to be compliant with applicable law will be used for such processes and a human will always be involved overseeing such processes and in making final decisions.
12. How long we keep your information
We keep the personal information that we obtain about you during the recruitment process for no longer than is necessary for the purposes for which it is processed. How long we keep personal information will depend on whether we are successful in placing you in a role and the nature of the information concerned.
Different laws require us to keep different data for different periods of time.
We process and store your personal data for as long as necessary to fulfil the aforementioned purposes. We store applicant data for a maximum of 6 months from the conclusion of the application process. The determining factor for establishing this timeframe is, in the case of rejections, the last correspondence sent by Ricoh, and in the case of hires, the signing of the employment contract.
If you have given us your consent to be included in the applicant pool, we will store your data for a maximum of 12 months from the conclusion of the application process.
The data will be deleted within the above-mentioned timeframes once it is no longer required to fulfil contractual or legal obligations.
13. Your rights to correct and access your information and to ask for it to be erased
Under the GDPR, every data subject has the right of access, rectification, erasure, restriction of processing, withdrawal of consent, and data portability. Withdrawal of consent does not affect the lawfulness of processing carried out on the basis of consent prior to such withdrawal.
In addition, there is a right to lodge a complaint with the competent data protection supervisory authority (Art. 77 GDPR ).
Please contact us at reu.recruitment@ricoh-europe.com if you would like to correct or request access to information that we hold relating to you or if you have questions about this notice. You also have the right to ask for some but not all of the information we hold and process to be erased (the ‘right to be forgotten’) in certain circumstances. We will provide you with further information about the right to be forgotten, if you ask for it.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information. This is a security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
14. Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
15. How to complain
We hope that we can resolve any query or concern you raise about our use of your information, please contact us at reu.recruitment@ricoh-europe.com. If we are unable to resolve your concerns, please contact the Information Commissioner at https://ico.org.uk/concerns/ for further information about your rights and how to make a formal complaint.
16. Terms of Use
In addition to any other terms of use which may be set out on our website or the application portal, the following terms of use will apply.
The user agrees to use the applicant portal in accordance with the law. The user warrants that, in the course of using the portal, they will not disseminate any content that is subject to criminal prosecution and will not infringe upon any other rights of third parties.
The user is responsible for all content that they post on the applicant portal, such as texts, photos, graphics, files, links, etc. The user expressly agrees not to infringe upon any trademark, copyright, personality, or other rights of third parties.
If Ricoh becomes aware of an unlawful act by the user or is notified by a third party of a suspected unlawful act, Ricoh may, within the scope of legal provisions, disclose the user’s personal data to law enforcement and regulatory authorities.
Should any parts or individual provisions of these terms of use be invalid, the remaining provisions shall remain unaffected.