Candidate Privacy Notices

Last updated: 6 November 2023

Privacy Notice

Hogan Lovells International LLP, Atlantic House, Holborn Viaduct, London EC1A 2FG, United Kingdom and its affiliated entities ('Hogan Lovells') maintain a curriculum vitae and applications database for recruitment purposes ('Career Website') which enables you to apply for a position at one of Hogan Lovells’ worldwide offices.

All Hogan Lovells' offices respect your privacy and will process your personal data in accordance with all applicable laws, including amongst others the EU General Data Protection Regulation. This Privacy Notice contains details about the collection, processing and use of the information we obtain about you when you apply for a position with us, whether through this Career Website, via email, by ordinary mail or in any other way. It also tells you about the rights you have with regard to the processing of your personal data.

1.1) Who is responsible for the processing of my personal data? How can I contact Hogan Lovells?

Hogan Lovells International LLP is the principal data controller for the processing of your personal data. You can contact Hogan Lovells International LLP at any time using the following contact details:

Hogan Lovells International LLP, Atlantic House, Holborn Viaduct, London EC1A 2FG, United Kingdom

Our data protection officer can be contacted at: [email protected]

After submitting your application you will receive a confirmation email. The HR department at the office to which you have applied will take care of your application and will be your point of contact for questions regarding the application process and the processing of your data.

You can contact the relevant HR department via the contact details you can find on our website.

1.2) To what extent will my personal data be processed?

You can send us your application using an online form on the Career Website. You can also apply by email or regular mail.

When applying via the Career Website, you first have to register for a user account by creating a username and a password. You can use these registration details to log in to our Career Website to manage your application and stay in contact with Hogan Lovells. The data will be encrypted in the course of transmission to us.

Hogan Lovells will collect those personal data which you disclose to Hogan Lovells in the context of your application, such as your desired position, your name, title, address, email address, telephone number, date of birth, details of your educational and professional training, current and previous employment, qualifications, certificates, professional memberships, language skills and computer skills. In the case of an application via the Career Website your registration data (username and password) will be collected and processed, although your password will not be made available to anyone else.

Your data will be passed only to those people who need to see your data in order to handle your application, in particular to check your qualifications and suitability and to conduct interviews. This will include senior members of staff who are responsible for recruitment or for the management of business groups who may wish to engage you. We use third-party service providers to assist us with systems which process your data, including our internal IT systems and our Career Website. All such organisations are bound by obligations of confidentiality.

You are under no statutory or contractual obligation to provide your personal data to us. However, if you do not provide us with all the personal data we need, we may not be able to process your application.

In some countries, Hogan Lovells will also process self-identification data that you may provide via the Career Website. Examples of self-identification data include (but are not limited to): race/ethnicity, religion, sexual orientation, gender identity and disability. You will always have the option to select ‘Prefer Not to Say’ if you do not wish to provide any self-identification data as part of your application. Your responses to the self-identification questions will not be seen by anyone who makes decisions in relation to your application. The self-identification data we collect is used to measure and develop our diversity, equity and inclusion programmes, to meet our statutory reporting obligations, to demonstrate the diversity of our firm in external surveys and award submissions and to ensure our employment policies and processes are being fairly applied.

1.3) For what purposes will my data be processed, and on what legal basis?

Your personal data will be processed in order to manage your application for a position with us. This includes processing for the purposes of deciding whether we wish to establish a relationship with you (whether as an employee or in another capacity), such as checking the details you have provided, assessing your suitability for the post in question, and conducting interviews. The legal basis is the need to process your data at your request prior to entering into a contract with you.

We may store your data after the application process has been completed where this is necessary to safeguard our legitimate interests (e.g. for the establishment, exercise or defence of legal claims), to answer your enquiries or to meet statutory storage or retention obligations.

We also carry out pre-employment screening, as described in the next section.

1.4) Pre-employment Screening

We carry out routine checks on the accuracy of personal data you provide to us, including verification of personal details, addresses, education, qualifications, professional memberships and employment history. We also carry out sanctions and directorship checks. We do this in order to comply with professional and regulatory requirements and to minimise the consequences of mistakes or misconduct. The process of pre-employment screening is undertaken at the end of the recruitment process and in most cases forms a condition of our offer to you. We engage third party service providers to perform these checks on our behalf, under contracts which oblige them to adhere strictly to the requirements of data protection law.

The nature and level of the pre-employment checks we will carry out before you join will vary depending on the nature of your role at the firm and the jurisdiction where you will be engaged. In some jurisdictions (but only where permitted by local law) we may carry out the following additional verification processes:

Credit checks (for certain roles)

Criminal record search (in Continental Europe and certain other territories this may be satisfied by the provision of a certificate of good conduct)

Right to work in relevant jurisdictions (if required).

You will be informed if any of these apply to you. You will also be asked for your consent before certain checks are undertaken, since many sources of information require confirmation of consent before data can be provided. However, the legal basis for the processing of your data remains as set out above. The results of all checks will be used by us to determine your suitability for a position with us, and will remain confidential.

If at a later stage you apply for a different position within Hogan Lovells, it may be necessary to conduct additional background checks.

If you wish to know more about pre-employment screening, please contact the Hogan Lovells recruitment team.

1.5) Will my personal data be processed and stored outside the EU/EEA?

After we receive your application it will be forwarded to the HR team for the office where the vacancy you have applied for is to be filled. This may include transferring your data to Hogan Lovells offices outside the European Union ("EU") or the European Economic Area ("EEA"), in particular offices operated by Hogan Lovells US LLP.

Transfers of your personal data from the EU to destinations outside the EEA will only be made on the basis of appropriate safeguards and in accordance with applicable data protection laws, thus ensuring that your data will be protected to the level which applies in the EU/EEA. In general we achieve this by using EU Standard Contractual Clauses, which may be found at the European Commission's website at https://ec.europa.eu.

To find out more about the potential recipients of your data and the safeguards we use, please contact us using the details set out in section 1.1 above.

The information on our recruitment database is not traded with any external bodies or organisations and is not used for marketing purposes.

1.6) How long will my personal data be stored?

All applications, excluding Germany
If you are not interviewed for a vacant position, the data collected from you during the application process will be deleted no later than 12 months after the application process has been completed. We may contact you before the end of the retention period, to check if you would like to continue to be contacted by us about future career opportunities.

If you have been interviewed but we do not enter into a contract with you, your personal data will be stored in our database for as long as necessary, which is usually up to 36 months after the application process has been completed. The reason for storing your data for longer is due to statutory reporting obligations as well as the need to compare against future applications.

Germany applications only
If you have applied for a vacant position in Germany, the data collected from you during the application process will be deleted no later than 6 months after the application process has been completed, regardless whether you have been interviewed or not.

If you are applying for a position in Germany, please also note the additional information for our Talent Pool at the end of this Privacy Notice (1.9).

All applications
If we engage you, we will transfer your data – to the extent it is relevant – to our personnel database and store it for the purposes of managing our relationship in accordance with our data protection procedures, about which we will inform you separately at the time when your work for us commences.

1.7) What rights do I have regarding my personal data and how can I exercise them?

Once you have registered your details, you can access, update and correct your personal data by logging in.

You have the following rights in relation to your personal data:

to obtain information about the personal data processed concerning you and to obtain a copy of the data (right of access);

to obtain the rectification of any inaccurate personal data and, having regard to the purposes of the processing, the completion of incomplete personal data (right to rectification);

if there are legitimate reasons, to request the deletion of personal data (right to erasure);

to request the restriction of the processing of personal data, if the applicable legal requirements are met (right to restriction of processing);

if the applicable legal requirements are met, to receive the personal data provided by you in a structured, commonly used and machine-readable format and to transfer this personal data to another controller or, if technically feasible, to have it transferred by Hogan Lovells (right to data portability); and

not to be subject to a decision based solely on automated processing which produces legal effects concerning you or significantly affects you in a similar way, unless the relevant legal requirements are met. Hogan Lovells does not make automated decisions in relation to recruitment.

You also have the right to object, to the extent permitted by applicable law, to any processing of your personal data which we consider to be necessary for the purposes of our legitimate interests.

Where we process personal data on the basis of your consent, you can withdraw that consent at any time. The withdrawal of your consent does not affect the lawfulness of the processing of your personal data before withdrawal.

In order to exercise your rights (including the withdrawal of your consent), as well as in the event of questions regarding the processing of your personal data, please use the contact details set out in section 1.1 above.

Without prejudice to any other remedies, in the UK, the EU and many other countries you also have the right to lodge a complaint with a supervisory authority at any time.

1.8) Do automated individual decision-making or profiling take place?

We do not use purely automated processing - including profiling - to make recruitment decisions.

1.9) Data storage for the Talent Pool (German applications only)

If we are unable to offer you a position, but we have gained a positive impression of your application, we may wish to add your personal data to our Talent Pool so that we can contact you again when filling any future positions. In addition (and outside any particular application process) we may collect and store your personal data in our Talent Pool when you provide your data to us for our use, e.g. at job fairs or recruiting events.

In both cases, we will ask you for your prior consent. If your data is added to the database for the Talent Pool your personal data will be processed in order to enable us to keep a record of your skills and experience and to contact you in the future about any relevant vacancies at the German offices of Hogan Lovells.

You can withdraw your consent at any time. The withdrawal of your consent does not affect the lawfulness of the processing of your personal data prior to withdrawal.

If you have agreed that we may add your data to our Talent Pool in order to inform you about any future vacancies, we will store your personal data for up to one (1) year. This storage period may be extended by a further six (6) months if you are contacted by us in order to initiate discussions concerning a potential position with us.

Further Information for applications in the United States

Legal Notice: I understand that employment with Hogan Lovells US LLP is "at will" and can be terminated with or without notice or cause at any time by Hogan Lovells US LLP or the employee. I also understand that any contrary agreement must be in writing signed by the Chief Human Resources Officer and the employee. The statements set forth above in my application for employment are true and complete the best of my knowledge. I understand that consideration for employment is conditioned upon the results of a reference and background check. I authorize verification of all statements contained in this application. I authorize any current or former employer, school, college, law enforcement agency or representative of any of the foregoing to furnish any information concerning my employment, experience, education or criminal record to Hogan Lovells US LLP. I hereby affirm and certify that the information on this application and accompanying resume if any is true, and complete to the best of my knowledge. I understand and agree that falsified information or significant omissions may disqualify me from further consideration for employment and may result in dismissal if discovered at a later date. Under Maryland law, an employer may not require or demand as a condition of employment, prospective employment or continued employment, that an individual submit to or take a lie detector or similar test. An employer who violates this law is guilty of a misdemeanour and subject to a fine not exceeding $100.

Further Information for Applications for a Position in South Africa/Applications Processed in South Africa

Data received by/processed in our South African offices is done so in accordance with the Protection of Personal Information Act (POPIA). Data received by/processed in our South African offices may be shared outside of South Africa with Hogan Lovells US LLP and Hogan Lovells International LLP; this is protected by our intracompany data transfer agreement. You can access our South African offices’ PAIA manuals here.

Please note that the terms of this notice may change from time to time. Any changes will be displayed here.