What information does the organization collect?
The organization collects a range of information about you. This includes:
The organization collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.
The organization will also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. The organisation will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.
Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).
Why does the organization process personal data?
The organization needs to process data to take steps at your request prior to entering into a contract with you. It must also process your data to enter into a contract with you.
In some cases, the organization needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.
The organization has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the organization to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. The organization may also need to process data from job applicants to respond to and defend against legal claims.
Where the organization relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of job applicants, employees or workers and has concluded that they are not.
The organization processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
Where the organisation processes other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes as permitted by the Data Protection Act 2018/reasons of substantial public interest.
For some roles, the organization is obliged to seek information about criminal convictions and offences. Where the organization seeks this information, it does so to comply with contractual obligations to which it is subject.
The organization will not use your data for any purpose other than the recruitment exercise for which you have applied.
If your application is unsuccessful, the organization will keep your personal data on file in case there are future employment opportunities for which you may be suited. The organization will ask for your consent before it keeps your data for this purpose, and you are free to withdraw your consent at any time by contacting email@example.com
Who has access to data?
Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.
The organization will not share your data with third parties unless your application for employment is successful and it makes you an offer of employment. The organisation will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks, and the Disclosure and Barring Service to obtain necessary criminal records checks.
Your data may be transferred outside the European Economic Area (EEA) to establish suitability for the post. Data is transferred outside the EEA on the basis of binding corporate rules.
How does the organization protect data?
The organization takes the security of your data seriously. It has internal policies and controls to ensure that your data is not lost, accidentally destroyed, misused or disclosed and is not accessed except by our employees in properly performing their duties.
For how long does the organization keep data?
If your employment application is unsuccessful, the organization will hold your data on file for 12 months after the end of the relevant recruitment process. If you agree to allow the organization to keep your personal data on file, the organization will hold your data on file for a further 12 months for consideration for future employment opportunities. Your data is deleted or destroyed at the end of that period or once you withdraw your consent.
If your employment application is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided in a new privacy notice.
Your rights As a data subject, you have a number of rights. You can:
If you want to exercise any of these rights, please email firstname.lastname@example.org. You can make a subject access request by completing the organization’s form for making a subject access request.
If you believe the organization has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to the organization during recruitment. However, if you do not provide the information, the organization may not be able to process your application properly or at all. If your application is successful, it will be a condition of any job offer that you provide evidence of your right to work in the UK and satisfactory references.
You are not obligated to provide information for equal opportunities monitoring purposes, and there are no consequences for your application if you choose not to provide such information.
Recruitment processes are not based solely on automated decision-making.