Privacy notice

The Stonehage Fleming Group and its employing companies (“we”, “our” or “us”) in the different countries in which we operate:

  • Stonehage Fleming (Canada) Inc
  • Stonehage Fleming (Israel) Financial Services Limited
  • Stonehage Fleming Group Services (Jersey) Limited
  • Stonehage Fleming Corporate Services Luxembourg S.A.
  • Stonehage Fleming Asset Management (Pty) Limited
  • Stonehage Fleming Corporate Services (Pty) Limited
  • Stonehage Fleming South Africa (Pty) Limited
  • Stonehage Fleming S.A.
  • Primafides (Suisse) S.A.
  • Stonehage Fleming Investment Management (Suisse) AG
  • Stonehage Fleming Services Limited
  • Stonehage Fleming (Guernsey) Limited
  • Stonehage Fleming Advisory (IoM) Limited
  • Stonehage Fleming Services (IoM) Limited
  • Stonehage Fleming (Malta) Limited
  • Stonehage Fleming (Mauritius) Limited
  • Stonehage Fleming Monaco S.A.M
  • Stonehage Fleming US LLC
  • Stonehage Fleming Financial Services (Pty) Limited

provide this privacy notice to make applicants for jobs with us aware of our policy relating to the processing of personal information.

This privacy notice sets out the basis on which we will process your personal information. Please read this privacy notice carefully to understand our practices regarding your personal information and how we will use it. If you have any questions about how we use your personal data please contact our Group Data Protection Officer using the following:

By email:

By telephone: +44 207 087 0136

By Post: 6 St James’s Square, London, SW1Y 4JU, United Kingdom

We ask for personal information from job applicants to assist with our recruitment processes and to monitor recruitment statistics.

Information that we may collect includes, but is not limited to, the following:

  • your name;
  • home address;
  • contact details (such as telephone number and email address);
  • date of birth;
  • gender;
  • marital status;
  • copies of passport, driving licence and similar documents;
  • education history, training and professional experience;
  • current and past employment details;
  • immigration status and work permits;
  • languages spoken and level of proficiency;
  • other information given in your CV.

Some of this information, and additional information, may be provided to us by recruitment agencies or an interested party with whom you have registered an interest. Such recruitment agencies or interested party support our recruitment processes under a duty of confidentiality.

We may also receive other information about you from organisations such as credit reference agencies, fraud prevention agencies and referees.

During the recruitment process we may also research information regarding your skills, experience or qualifications and comments and opinions made public on social networking sites such as LinkedIn, Facebook and Twitter.

Subject to obtaining your explicit consent, you may also supply us with sensitive personal data relating to your racial or ethnic origin, religious or similar beliefs, data concerning your health or data concerning your sex life or sexual orientation.

We will use this information for the purposes of carrying out our obligations as an employer including monitoring of equality of opportunity, to assess suitability for particular jobs and to consider whether adjustments may need to be made to accommodate an applicant with a disability.

Any information about you which is obtained by us during the application process (whether obtained directly from you or from third parties such as your referees) may be used by us for the following purposes:

  • to consider your suitability for employment
  • to take up your references;
  • to conduct appropriate checks;
  • for compliance with our legal obligations;
  • to negotiate and communicate with you in relation to your application.

Your information will not be used for other purposes without your permission, except as required by applicable law.

The legal basis for our processing of your personal information is based on the fact that you have applied to us for a position and it is necessary for us to process your information in order to consider your application in line with our legitimate recruitment purposes.

Where we process special category or sensitive personal data we will do so in accordance with the relevant privacy laws.

For the purposes set out in “What we do with your information” above, your information may be shared with our authorised staff.

We may disclose your information to our Group companies and to departments other than the one to which you may have originally applied to work if we think it is appropriate to do so for the above purposes.

We may also disclose your personal information to third parties where there is a legitimate reason to do so including for the following reasons:

  • in the event that we sell or buy any business or assets, in which case we may disclose your personal information to the prospective seller or buyer of such business or assets;
  • if all or substantially all of our assets are acquired by a third party, in which case personal information held will be one of the transferred assets;
  • if we are under a duty to disclose or share your personal information in order to comply with any legal obligation.

We store your information in hard copy and in electronic format. We use industry standard security measures to protect your information. Hard copy information files are restricted to authorised individuals. We use, as appropriate, encryption, firewalls, access controls, policies and other procedures to protect information from unauthorised access.

Where appropriate, we use pseudonymisation and/or encryption to protect your information.

As an international organisation, authorised personnel may access your information in any country in which we operate. Therefore, it may be necessary to transfer your details to members of our Group located in countries that may not offer equivalent data protection or privacy laws to your home country. We have offices in the following countries: Switzerland, Israel, Jersey, Liechtenstein, Luxembourg, Guernsey, Malta, Isle of Man, Canada, United Kingdom, United States of America, South Africa, Monaco and Mauritius.

Regardless of where your information is transferred, we shall ensure that your information is safe and shall take all steps reasonably necessary to put in place appropriate safeguards to ensure that your information is transferred securely and in accordance with this privacy notice and applicable laws. Details regarding these safeguards can be obtained from our Group Data Protection Officer whose contact details are provided in this privacy notice.

If your application is successful, and you subsequently become employed by us, your information will become part of your personnel file. The information contained in this file will be kept secure and will only be used for purposes directly related to your employment and in accordance with the relevant Employee Privacy Notice, a copy of which will be provided or made available to you.

Once your employment with us has ended, we will retain your information in accordance with our data retention policy and then delete it.

Personal information about unsuccessful candidates will be held for 12 months. We may retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.

You have the following rights:

  • to obtain access to, and copies of, the personal data that we hold about you;
  • to require that we cease processing your personal data if the processing is causing you damage or distress;
  • to require us not to send you marketing communications (if applicable);
  • to require us to erase your personal data;
  • to require us to restrict our data processing activities;
  • to receive from us the personal data we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of you transmitting that personal data to another data controller;
  • to require us to correct the personal data we hold about you if it is incorrect.

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.

You can exercise any of your rights as described in this privacy notice and under data protection laws by contacting the Group Data Protection Officer, whose contact details are provided in this privacy notice. Where we have reasonable doubts concerning the identity of the person making the request, we may request additional information necessary to confirm your identity.

Whilst processing your application we may contact you by email.

You have the right to complain to the Supervisory Authority in your country about our data processing activities in relation to your personal information if you think they infringe applicable data protection laws.

We may amend this privacy notice at any time. This privacy notice was last updated in January 2024.