McCarthy Denning – Pinpoint (Applicant Tracking System) Data Subject Information Notice

McCarthy Denning (“we”, “us”) are committed to protecting and respecting your privacy. This Privacy Notice sets out the basis on which the personal data collected from you, or that you provide to us, will be processed by us in connection with our recruitment processes.

For the purpose of the UK General Data Protection Regulation (“GDPR”) the Data Controller is McCarthy Denning.

We use Pinpoint, an online software product provided by The Infuse Group Ltd (t/a Pinpoint Software), to assist with our recruitment process. We use Pinpoint to process personal information as a data processor on our behalf. Pinpoint is only entitled to process your personal data in

accordance with our instructions

Where you apply for an opportunity posted by us, these Privacy Notice provisions will apply to our processing of your personal information, in addition to our other Privacy Notice which is available on our website.

Your Personal Information

Information we collect from you:

We collect and process some or all of the following types of information from you:

information that you provide when you apply for a role. This includes information provided through an online application, via email, in person at interviews and/or by any other method.
in particular, we process personal details such as name, email address, address, date of birth, qualifications, experience and any information relating to your employment history, skills and experience that you provide to us.
if you contact us, we may keep a record of that correspondence.
details of your visits to our careers website including, but not limited to, traffic data, location data and other communication data, the site that referred you to our careers website and the resources that you access.

Information we collect from other sources

Pinpoint provides us with the facility to link the data you provide to us with other publicly available information about you that you have published on the Internet – this may include sources such as LinkedIn and other social media profiles.

Pinpoint’s technology enables us to search various databases, which may include your personal data, to find possible candidates to fill our job openings. Where we find you in this way we will obtain your personal data from these sources.

We may also process information provided by any referee providing information about you.

Uses made of your information

Purposes of processing

We use information held about you in the following ways:

to consider your application in respect of a role for which you have applied;
to consider your application in respect of other roles;
to communicate with you in respect of the recruitment process;
to enhance any information that we receive from you with information obtained from third party data providers;
to find appropriate candidates to fill our job openings; and
to help Pinpoint improve their services.

Legal basis for processing

The legal basis for the processing:

of personal data is that it is necessary for compliance with a legal obligation to which we are subject – this is the legal obligation to ensure that recruitment is undertaken in a fair manner and that the people recruited meet the requirements for being employed within or working with a law firm.
of special categories of data is that it is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by Union or Member State law or a collective agreement pursuant to Member State law providing for appropriate safeguards for the fundamental rights and the interests of the data subject. In this case it is a requirement to ensure that a person recruited by a law firm as an employee or consultant meets the requirements for that purpose;
in respect of criminal convictions is that the firm is required to ensure that a person does not have any criminal convictions which would result in their not being eligible for work within the legal profession;
which does not fall within the above categories is that the processing is necessary for a legitimate interest pursued by us in accordance with the rights and freedoms granted to you by law.

Automated decision making / profiling

We may leverage Pinpoint’s technology to help us select appropriate candidates for us to consider based on criteria we have identified. The process of finding suitable candidates is automatic, however, any decision as to who we will engage to fill the job opening will be made by our team.

How we store your personal data

Security

We take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost, or used or accessed in any

unauthorised way. We limit access to your personal data to those who have a genuine business need to view 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.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data

transmitted through any online means, therefore any transmission initiated by you remains at your own risk. We seek to communicate all confidential information using our secure email service.

Where we store your personal data

The data that we collect from you and process using Pinpoint’s Services will be transferred to and stored at one of several datacentre locations in Amsterdam (Netherlands) and may be synchronised to one of several datacentre locations in London (United Kingdom) for backup and redundancy purposes. By submitting your personal data, you agree to this transfer, storing or processing.

How long we keep your personal data

We retain all candidate data for a period of 48 months from the time of application. Your personal information will be deleted on one of the following occurrences:

deletion of your personal information by you via the Manage Your Data tool; or
receipt of a written request by you to us.

International Transfers

It is the intention of McCarthy Denning that your Personal Data will remain within the UK and countries forming the European Economic Area (the EEA) and countries where the European Union has decided that the country has adequate data protection laws in line with those in the European Union.

Your Personal Data will only be transferred outside of the EEA or a country which has been declared as having adequate data protection laws, where:

the transfer is necessary for the performance of any contract with you;
you have entered the information into our Website and the information has been transmitted from your server to our server using systems based outside of the EEA;
we have entered into an appropriate contract protecting your rights and freedoms, which is enforceable by you or the data protection authorities; or
we have obtained your explicit consent.

Generally, we do not expect that your Personal Data will be transferred outside of the EEA.

Your rights

Under the General Data Protection Regulation you have a number of important rights. In summary, those include rights to:

access to your personal data and to certain other supplementary information that this Privacy Notice is already designed to address;
require us to correct any mistakes in your information which we hold;
request the erasure of personal data concerning you in certain situations;
request access to the personal data concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations;
object at any time to processing of personal data concerning you for direct marketing;
object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you;
object in certain other situations to our continued processing of your personal data;
otherwise restrict our processing of your personal data in certain circumstances; and
claim compensation for damages caused by our breach of any data protection laws. If you would like to exercise any of those rights, please either:
utilise the Manage Your Data tool provided; or
contact us using our contact details below, ensuring we have enough information to identify you, proving your identity and address and confirming which information to which your request relates

How to complain

If you have any complaint about the Processing of your Personal Data undertaken by McCarthy Denning, please contact the Chief Executive.

Please note that you have a right to lodge any compliant about the Processing of your Personal Data by McCarthy Denning by contacting the Information Commissioner’s Office.

McCarthy Denning is not required to have a data protection officer under the DPL and one has not been appointed, therefore please address all communications in relation to personal data to the COLP.

This Statement was last updated on: 19 February 2025.