Privacy policy

Welcome to the Privacy Policy for The Pharmaceutical Journal’s Jobs Board site https://jobs.pharmaceutical-journal.com/

 5th May 2022

We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.

We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR). This website is not designed for use by data subjects located outside the UK although the posting of overseas jobs is permitted and there are no restrictions on applications from outside the UK.

We share your data with third parties in order to deliver the PJ Jobs service to you and by making a job application you will be sharing your personal data with the recruiter or recruiting employer. See ‘Who we share your personal data with’ for further information.

This policy may be liable for change. Please revisit this page from time to time to ensure you are up to date of any changes.

Key terms

It would be helpful to start by explaining some key terms used in this policy:

 

We, us, our, data controller

Royal Pharmaceutical Society of Great Britain incorporated by Royal Charter in England and Wales under company number RC00079 and having its principal business address at 66-68 East Smithfield, London E1W 1AW

Our data protection officer

Calvin Smith

data.protection@rpharms.com

0207 572 2737

Personal data

Any information relating to an identified or identifiable individual

Special category personal data

Personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership

Genetic and biometric data (when processed to uniquely identify an individual)

Data concerning health, sex life or sexual orientation

Data subject

The individual who the personal data relates to


Personal data we collect about you

The personal data we collect about you depends on the particular services we provide to you and on whether you are a job seeker, or a recruiter or any other type of website user. We will collect and use the following personal data about you:

Type

How Collected

Why Collected

Name

Provided by Data Subject

To personalise any communications

Email addresses

Provided by Data Subject

For communication and for use as a unique identifier for User authentication

Passwords

Provided by Data Subject

For User authentication

Profile information

Provided by Data Subject

For Candidate search, Candidate View by Recruiters & CMS Job Target filtering

CV / Resume

Provided by Data Subject

For Candidate Search, View and Download by Recruiters

For Job Applications

Usage data e.g. jobs applied for, jobs posted, searches undertaken via Platform Site

We collect in providing the service

For site statistics used for service improvements

Evidence of opt-ins/contact permissions and other privacy consents/unsubscribe requests

We collect in providing the service

Data Subject opt-in permissions which may be used for filtering purposes and identification for marketing purposes. Auditing for evidence provision in the event of an incident investigation.

IP Address

We collect in providing the service

For security reasons and analytical research purposes

Standard details of end user’s browser and operating system

We collect in providing the service

For analytical research for service improvements

Date & Session of visit to the website

We collect in providing the service

For session activity related to usage data described above

Your billing information, transaction and payment card information

We collect when a recruiter posts a job advert with a credit card payment

To take payments in accordance with our legitimate business interests


We collect and use this personal data for the purposes described in the section ‘How and why we use your personal data’ below. If you do not provide personal data we ask for, it may delay or prevent us from providing services to you. For example, you may not be able to apply for a job if you do not upload your CV.

How your personal data is collected

We collect most of this personal data directly from you via our website when you create an account, upload your CV and advertise or apply for jobs. A user account will be automatically created for you when you post or submit your first job advert or application (on our website or using our jobs-by-email service). We also collect your information

  • When you contact us directly;
  • from cookies on our website—for more information on our use of cookies, please see our Cookie Policy;
  • through automated monitoring of our websites.

How and why we use your personal data

Under data protection law, we can only use your personal data if we have a proper reason, e.g:

  • where you have given consent (e.g. opted in to communications from us);
  • to comply with our legal and regulatory obligations;
  • for the performance of a contract with you or to take steps at your request before entering into a contract (e.g. to process a job application or passing information to an advertising recruiter); or
  • for our legitimate interests or those of a third party.

A legitimate interest is when we have a business or commercial reason to use your personal data, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own.

The table below explains what we use your personal data for and why.

What we use your personal data for

What personal data we use

Our reasons

Providing our jobs board services to you – allowing you to advertise and apply for jobs through us

Your identity and, for job-seekers, your CV

To perform our contract with you to provide a jobs board service – for Candidate Search, view and download by recruiters and for Job Applications

To register you as a new user and to allow you to complete your user profile

Name, contact information, password and other personal information you choose to provide when creating your account

To perform our contract with you or to take steps at your request before entering into a contract

Communications with you not related to marketing, including about changes to our terms or policies or changes to the products or other important notices

Your email address and name;

Processing is necessary for compliance with a legal obligation to which we are subject (Article 6(1)(b)) where a communication is required by law.

For non-legal notices, our legitimate interests (Article 6(1)(f)), which is to be as efficient as we can so we can deliver the best service to you.

Operational reasons, such as improving efficiency, training and quality control

Information about how you use our website, IT, communication and other systems – jobs applied for, jobs posted, searches undertaken

Date and session of your visit to the website;

For our legitimate interests , ie to be as efficient as we can so we can deliver the best service to you

Statistical analysis to help us manage our business including data analytics

Information about how you use our website, IT, communication and other systems – jobs applied for, jobs posted, searches undertaken

For our legitimate interests, ie to be as efficient as we can so we can deliver the best service to you

User authentication and Preventing unauthorised access and modifications to systems

Profile information, including your password

IP address and browsers and operation system details;

Depending on the circumstances:

—for our legitimate interests, ie to prevent and detect criminal activity that could be damaging for you and/or us;

—to comply with our legal and regulatory obligations

Financial audit and reporting

Payment and transaction information from recruiters

To comply with our legal and regulatory obligations

How and why we use your personal data—Special category personal data

Certain personal data we collect is treated as a special category to which additional protections apply under data protection law – for example personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership, health information including any disabilities.

We do not require you to submit any special category data in order to use this site, but we acknowledge that you may choose to include special category data in your CV or in any job application you may make through this site and therefore provide us with special category data.

Where we process special category personal data on this site, we do this because you have given your explicit consent by uploading your CV and submitting a job application. This information is only used within your job application and held only within the CV you upload to your profile.

How and why we use your personal data—sharing

We share your data with third parties in order to deliver the PJ Jobs service to you and by making a job application you will be sharing your data with the recruiter or recruiting employer.

See ‘Who we share your personal data with’ for further information on the steps we will take to protect your personal data where we need to share it with others.

Marketing

We will not use the personal data you submit to PJ Jobs for marketing purposes. When you register as an employment candidate with us, we may contact you from time to time about suitable positions as part of our service.

However, please be aware that if you submit personal data to other websites operated by us we may use your data for marketing purposes as set out in the Privacy Policy applicable to that website.

We will always treat your personal data with the utmost respect and never sell or share it with other organisations for marketing purposes.

Who we share your personal data with

When you submit a job application through our website, you are agreeing to send personal data to that specific employer. They will handle your personal data in accordance with their own Privacy Policy.

In addition to the employers that you choose to send personal data to when you make a job application through our website, we routinely share personal data with:

  • third parties we use to help deliver our services to you:
    • Amazon Web Services, Inc (AWS) and its affiliates, who provide our website hosting services;
    • Madgex Ltd, who manage this website on our behalf and provide website support services. Madgex have appointed a number of sub-processors, more information can be found at https://www.madgex.com/privacy
    • Zapier Inc, who provide software for job publishing - https://zapier.com/privacy ;
  • other third parties we use to help us run our business, including;
    • Braintree, an online service provided by Paypal
    • GoogleAd Manager and Google Analytics, which help us monitor website use and place relevant advertisements.
  • third parties approved or selected by you, eg social media sites you choose to link your account to;

We only allow those organisations to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. A full list of the third parties we share your data with is available in this policy.

We or the third parties mentioned above occasionally also share personal data with:

  • our and their external auditors, eg in relation to the audit of our or their accounts, in which case the recipient of the information will be bound by confidentiality obligations;
  • our and their professional advisors (such as lawyers and other advisors), in which case the recipient of the information will be bound by confidentiality obligations;
  • law enforcement agencies, courts, tribunals and regulatory bodies to comply with our legal and regulatory obligations;
  • other parties that have or may acquire control or ownership of our business (and our or their professional advisers) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency—usually, information will be anonymised but this may not always be possible. The recipient of any of your personal data will be bound by confidentiality obligations.

We will not share your personal data with any other third party.

Who we share your personal data with—further information

If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).

Where your personal data is held

Personal data may be held at our offices and those of our third party agencies, service providers, representatives and agents as described above (see above: ‘Who we share your personal data with’).

Some of these third parties may be based outside the UK/EEA. For more information, including on how we safeguard your personal data when this happens, see below: ‘Transferring your personal data out of the UK and EEA’.

How long your personal data will be kept

Job applications, including uploaded CVs and Resumes will be deleted 180 days after the application is submitted.

Candidate profiles (including attached CVs and Resumes) will be kept for a period of 365 days. Thereafter we will contact you to confirm whether you with to maintain your profile. If we do not hear back from you your profile will be deleted within 30 days.

Your user account (for both job-seekers and recruiters) will be kept for a period of up to 6 years and inactive accounts may thereafter be deleted or anonymised. You can contact us if you want us to delete the personal information held in your user account before then. You can also log in and manually delete personal information held in your account.

Payment and transaction information from recruiters will be kept for 7 years.

Transferring your personal data out of the UK and EEA

The EEA, UK and other countries outside the EEA and the UK have differing data protection laws, some of which may provide lower levels of protection of privacy.

It is sometimes necessary for us to transfer your personal data to countries outside the UK and EEA. In those cases we will comply with applicable UK and EEA laws designed to ensure the privacy of your personal data.

We will transfer your personal data to:

  • our service providers located outside the UK in Ireland (AWS) and the United States of America (Madgex (and their sub-processors), GoogleAd Manager, GoogleAnalytics and Zapier)

As we are based in the UK we will also transfer your personal data from the EEA to the UK.

Under data protection laws, we can only transfer your personal data to a country outside the UK/EEA where:

  • in the case of transfers subject to UK data protection law, the UK government has decided the particular country ensures an adequate level of protection of personal data (known as an ‘adequacy regulation’) further to Article 45 of the UK GDPR. A list of countries the UK currently has adequacy regulations in relation to is available here.
  • there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for you; or
  • a specific exception applies under relevant data protection law.

Where we transfer your personal data outside the UK or EEA, we do so on the basis of an adequacy regulation or (where this is not available) legally-approved standard data protection clauses recognised or issued further to Article 46(2) of the UK GDPR. In the event we cannot or choose not to continue to rely on either of those mechanisms at any time, we will not transfer your personal data outside the UK unless we can do so on the basis of an alternative mechanism or exception provided by UK data protection law and reflected in an update to this policy.

Any changes to the destinations to which we send personal data or in the transfer mechanisms we rely on to transfer personal data internationally will be notified to you in accordance with the section on ‘Changes to this privacy policy’ below.

Transferring your personal data out of the UK[ and EEA]—further information

If you would like further information about data transferred outside the UK or EEA, please contact our Data Protection Officer (see ‘How to contact us’ below).

Your rights

You have the following rights, which you can exercise free of charge:

Access

The right to be provided with a copy of your personal data

Rectification

The right to require us to correct any mistakes in your personal data

Erasure (also known as the right to be forgotten)

The right to require us to delete your personal data—in certain situations

Restriction of processing

The right to require us to restrict processing of your personal data in certain circumstances, e.g. if you contest the accuracy of the data

Data portability

The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations

To object

The right to object:

—at any time to your personal data being processed for direct marketing (including profiling);

—in certain other situations to our continued processing of your personal data, e.g. processing carried out for the purpose of our legitimate interests unless there are compelling legitimate grounds for the processing to continue or the processing is required for the establishment, exercise or defence of legal claims

Not to be subject to automated individual decision making

The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you

The right to withdraw consents

If you have provided us with a consent to use your personal data you have a right to withdraw that consent easily at any time.

You may withdraw consents by logging into your account and deleting the personal data in your profile or contacting us directly.

Withdrawing a consent will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn


For more information on each of those rights, including the circumstances in which they apply, please contact us (see ‘How to contact us’ below) or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights.

If you would like to exercise any of those rights, please:

  • email, call or write to us—see below: ‘How to contact us’; and
  • provide enough information to identify yourself (e.g. your full name, address and customer or matter reference number) and any additional identity information we may reasonably request from you;
  • let us know what right you want to exercise and the information to which your request relates.

Keeping your personal data secure

We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your personal data will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures 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.

If you want detailed information from Get Safe Online on how to protect your personal data and other information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

How to complain

Please contact us if you have any queries or concerns about our use of your personal data (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.

You also have the right to lodge a complaint with:

  • the Information Commissioner in the UK
  • The Information Commissioner may be contacted using the details at https://ico.org.uk/make-a-complaint or by telephone: 0303 123 1113.

For a list of EEA data protection supervisory authorities and their contact details see here.

Changes to this privacy policy

This privacy notice was last updated on 5th May 2022.

We may change this privacy notice from time to time. Please revisit this page from time to time to ensure you are aware of any changes. We may inform you of some changes by email.

How to contact us

Individuals in the UK

You can contact us and/or our Data Protection Officer by post, email or telephone if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection law or to make a complaint.

Our contact details are shown below:

Our contact details

Our Data Protection Officer's contact details

Pharmaceutical Journal, 66-68 East Smithfield, London, E1W 1AW

pharmpress-support@rpharms.com

0207 572 2737 (ask for the PJ)

Data Protection Officer, 66-68 East Smithfield, London, E1W 1AW

 data.protection@rpharms.com

0207 572 2737

Do you need extra help?

If you would like this notice in another format (for example audio, large print, braille) please contact us (see ‘How to contact us’ above).