1. Baillie Gifford Privacy Notice

    As a "data controller", Baillie Gifford is committed to protecting the privacy and security of your personal information. This Privacy Notice describes how we collect and use personal information for the purpose of recruitment, and how long it will usually be retained for, in accordance with all applicable personal data protection laws and regulations.

    If your application to work for us is successful, we will hold additional information about you as your employer in accordance with our Employee Privacy Notice, which will be provided at the relevant stage.

    This privacy notice is not intended for individuals who previously invested directly with us through our Investment Trust ISAs, Share Plans or Children’s Savings Plans. Neither is it intended for those who subscribe to our marketing, invest in our OEICs or for our business contacts.

    The kind of information we hold about you

    We need to use your personal information to decide whether to enter into a contract of employment with you. In connection with your application for work with us, we may collect, store, and use the following categories of personal information about you:

    • The information you have provided to us in your CV and covering letter
    • The information you have provided on our application form, including name, title, address, telephone number, personal email address, date of birth, gender, nationality, employment history, education, and qualifications
    • Any information you provide to us during an interview or through pre-recruitment testing
    • Your bank account details (if these are necessary to reimburse reasonable travel expenses)
    • Social demographic data (see section below)

    If your application progresses through the recruitment process, we will also collect, store, and use:

    • Information about your credit profile
    • Information about criminal convictions and offences (see section below)
    • Information contained in references from previous employers
    • Copies of right to work documentation and other immigration data

    We may also collect, store and use the following "special categories" of more sensitive personal information:

    • Information about your race or ethnicity, in order to ensure meaningful equal opportunity monitoring and reporting (carried out on an anonymised basis). If you do not want to disclose this information you can select the option ‘prefer not to say’ or choose to skip the question
    • Information about your disability status if it is relevant to making appropriate adjustments to the recruitment process

    Social demographic data (UK applicants only)

    We may collect social demographic data that you provide to us on a voluntary basis to allow us to ensure meaningful equal opportunity monitoring and reporting (on an anonymised basis) in the context of social mobility. We may collect, store and use the following data for this purpose:

    • Information regarding your schooling
    • Information relating to your individual circumstances - whether you have been eligible for free school meals, the highest level of qualification of your parent/guardian and/or their occupation

    If you do not want to disclose this information you can select the option 'prefer not to say' or choose to skip the question. Neither disclosing nor withholding such information will have any impact on the assessment of your application.

    Information about criminal convictions

    Depending on your location and nature of role which you are being hired into, we may be required to conduct a criminal record check or ask you to provide appropriate certification. 

    If required, during the recruitment process, we may outsource our vetting process (including checking criminal records) to a third-party provider and, in this case, you will be asked to input your personal information to their portal. As a financial services firm operating in a highly regulated sector, Baillie Gifford needs a high degree of trust and confidence in all of our employees. This means that, as part of our pre-employment screening process, we carry out criminal record checks on all individuals joining the firm, if allowed by applicable law. For regulated roles, these checks may be repeated during employment as required.

    Unless relevant to the ongoing employment, data on criminal records will be deleted as soon as possible following recruitment or the decision not to recruit. Failure to provide the necessary information will preclude you from being eligible for a role with Baillie Gifford.

    How your personal information is collected

    In addition to information provided directly by you, we may obtain information from: recruitment agencies; Vero (in relation to background checks, including credit checks and criminal convictions); and your referees where required.

    How we will use information about you

    We will use the personal information we collect about you to:

    • Assess your skills, qualifications and suitability for the role
    • For speculative applications, to match you to appropriate vacancies
    • Carry out background and reference checks, where applicable
    • Communicate with you about the recruitment process
    • Keep records relating to our hiring processes (including equal opportunity monitoring and reporting)
    • Comply with legal or regulatory requirements

    If you fail to provide particular information which is necessary for us to consider your application, then we will not be able to process your application.

    Data sharing

    We may have to share specific and relevant components of your personal information with third-party service providers and other entities within Baillie Gifford, for the purposes of processing your application. We require third parties to respect the security of your data and to treat it in accordance with the law.

    In particular, we may share your personal information with: Workday (HR Systems), Kainos (consultant support for Workday), Kognitiv (interview scheduling), Vero (pre-recruitment and employee vetting for regulatory roles), Hudson (search partner for certain Client Service Manager roles), Sanctuary (search partner for certain graduate roles), QA (search partner for certain Modern Apprenticeship roles), and Shepherd and Wedderburn (legal services).

    Data security

    Preserving the security of your information is essential to ensure we meet legal, regulatory, and your own expectations, whilst maintaining high levels of confidence and trust. To support these objectives, Baillie Gifford has in place firm-wide policies and procedures covering information security to protect information and preserve the confidentiality, integrity and availability of the personal information we hold.

    Data retention

    We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for. If your application is unsuccessful, we will retain your personal information for a period of 12 months from the closing date of the role (for graduate scheme and modern apprenticeship applicants), or 6 months from the closing date of the vacancy (for all other applicants to specific roles). If you have made a speculative application, this data will be held for 12 months.

    Transfer of personal data outside the UK/EEA

    Due to the global nature of our business, your personal data may be transferred to, and processed by, Baillie Gifford entities outside the UK and/or the European Economic Area (EEA). Such personal data may also be processed by personnel operating outside the UK and/or the EEA who work for us or for one of our suppliers who act on our behalf. We will ensure suitable safeguards are in place to protect the privacy and integrity of your personal data in such circumstances, including standard contractual clauses under Article 46.2 or an adequacy decision under Article 45 of the GDPR. You can obtain information and a copy of documentation relating to these safeguards by using the contact details at the end of this notice.

    Your rights in connection with personal information

    Under certain circumstances, by law you have the right to:

    • Request access to your personal information
    • Request correction of the personal information that we hold about you if it is inaccurate
    • Request erasure of your personal information if there is no good reason for us continuing to process it
    • Ask us to stop processing personal information (where we are relying on a legitimate interest) if you wish to object to processing on this ground
    • Request the restriction of processing of your personal information
    • Request the transfer of your personal information to another party

    If you have any questions about this Privacy Notice, please contact HR@bailliegifford.com. If you have further questions about how we process your personal information, or to exercise one of the rights described above, please email dataprotection@bailliegifford.com. If you are unhappy with our response, you can make a complaint about how we are holding or processing your personal information to the applicable data protection regulator.