We collect a range of information about you by way of application forms or CVs. Other information about you may be processed by way of other identity documents collected through the interviewing process like; passport, entitlement to work in the UK, remuneration levels, disability information etc. We may also collect personal data about you from third parties, such as for referencing purposes supplied by former employers. We will however, seek information from third parties only once a job offer to you has been made and we will inform you that we are doing so.
Job Application data is stored on our Microsoft Office 365 server. Access to personal data on this is permission-based and is stored in the UK and EU, therefore is covered by the existing adequacy agreement.
Applicant data is stored only on our Microsoft Office 365 server. Therefore, applicant data is not transferred outside of the EU. If this changes we will update this policy.
We need to process data to take steps, at your request, prior to entering a contract with you. We may need to process your data to enter into an employment contract with you.
In some cases, we need to process data to ensure we are complying with its legal obligations. For example, it is mandatory to check a successful applicant’s eligibility to work in the UK before employment starts.
We have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants in order to respond to and/or defend against any legal claims.
We may also collect information about whether or not applicants are disabled in an endeavor to make reasonable adjustments for candidates who have a disability. We process such information to carry out its obligations and to exercise specific rights in relation to employment.
Your information may be shared internally for the purpose of the recruitment exercise. This includes HR and interviewers involved in the recruitment process.
We will not share your data with third parties unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers for the purpose of obtaining references for you.
We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.
If your application for employment is unsuccessful, the organisation will hold your data on file for six months after the end of the relevant recruitment process. At the end of that period, or once you withdraw your consent if sooner, your data is deleted or destroyed.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your HR records and retained during your employment. We have a separate policy governing this.
As a ‘data subject’, you have a number of rights. You can:
If you believe that the we have not complied with your data protection rights, you can complain to the Information Commissioner, however we would appreciate if you could approach us in the first instance to resolve.
You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the opportunity to deal with your concerns before you approach the ICO, so please contact us in the first instance using the details above.
Please keep us informed if your personal data changes during your relationship with us.