This Privacy Notice tells you what to expect when Icon Solutions collects personal information.

The nominated Data Protection Lead is Bulletproof Cyber who can be reached at dpo@iconsolutions.com

Lawful basis for processing

We only collect and use personal information about you when the law allows us to. Most commonly, it is used where:

• You have given consent
• It is necessary for the performance of a contract
• It is necessary for the purpose of our legitimate interests
  
  

Visitors to our websites

We use cookies to track visitors to our websites. To find out more, please see our cookie policy.

We will make it clear when we collect personal information and will explain what we intend to do with it. We will make selected visitor information available to our business partners when we share hosting responsibility for research papers.

Job applicants, current and former Icon Solutions employees

All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.

Application Stage

If you use our online application system, this will be collected by a data processor on our behalf (please see below).

We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all this information.

You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.

Shortlisting

Our hiring managers shortlist applications for interview. They will not be provided with your name or contact details or with your equal opportunities information if you have provided it.

Assessments

We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test, or we might take interview notes. This information is held securely by Icon Solutions.

If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period agreed with you. If you say yes, we would proactively contact you should any further suitable vacancies arise.

Conditional Offer

If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide:

Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
You will be asked to complete a criminal records declaration to declare any unspent convictions.
We will provide your email address to the Government Recruitment Service who will contact you to complete an application for a Basic Criminal Record check via the Disclosure and Barring Service, or Access NI, which will verify your declaration of unspent convictions.
We will contact your referees, using the details you provide in your application, directly to obtain references
We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work.
If we make a final offer, we will also ask you for the following:

Bank details – to process salary payments
Emergency contact details – so we know who to contact in case you have an emergency at work

Use of data processors

Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

We use different recruitment partners as part of our recruitment process. If you would like to find out more, please refer to their respective privacy statements.

Your rights

Under Data Protection legislation, you have rights as an individual which you can exercise in relation to the information we hold about you.

You can read more about these rights here – http://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/

Access to personal information

Icon Solutions tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’. If we do hold information about you we will:

give you a description of it;
tell you why we are holding it;
tell you who it could be disclosed to; and
let you have a copy of the information in an intelligible form.
To make a request to the Icon Solutions for any personal information we may hold you need to put the request in writing addressing it to our nominated Data Protection Lead by writing to the address provided above.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the Data Protection Lead.

Data retention

We only retain your data for as long as reasonably necessary to fulfil the purposes we collected it for, or in accordance with laws, regulations and professional obligations that we are subject to. All personal data collected has a defined retention period which is in line with our retention policy.

Email marketing

We may process your personal data to send you promotional emails, offers, updates and newsletters about our products and services. We will only do this if you have consented to receive such correspondence. If you wish to unsubscribe from these emails after initially consent, please do so via the unsubscribe link which can be found at the end of all our emails.

Right to complain

We take any complaints about our collection and use of personal information very seriously. If you think that our collectionor use of personal data is unfair, misleading or inappropriate or have any other concern about our data processing, please raise this with us in the first instance.

Alternatively, you can make a complaint to the Information Commissioner’s Office:

By post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
By website: Click Here
By email: Click Here
By phone: 0303 123 1113 (Local rate) or 01625 545 745 (National rate)

Changes to this Privacy Notice

This Privacy Notice was reviewed and updated on the 1st February 2025.

Links to other websites

This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

How to contact us

Icon Solutions is a company registered in the UK and headquartered at:

Icon Solutions
Tuition House,
27-37 St George’s Rd,
Wimbledon,
London,
SW19 4EU