- What type of information we have about you
We currently collect and process the following information:
- Personal identifiers, contacts and characteristics (for example, name, contact details, employment history, qualifications)
- Special category data such as whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process
- Entitlement to work in the UK
- How we get the information and why we have it
The personal information we process is provided to us directly by you for one of the following reasons:
- To apply for a position with the intent to enter into a contract of employment
- To facilitate the contract of employment where you are successful.
We will also process information provided by third parties such as previous employers, qualification bodies and government agencies for these same purposes.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
- In order to take steps at your request prior to entering into a contract
- For compliance with a legal obligation (reasonable adjustments and right to work)
- Where it is in our legitimate interests – where that legitimate interest is the employer/ employee relationship.
- What we do with the information we have
We use the information that you have given us in order to:
- Assess your suitability for the position
We only share this information with other organisations or individuals in order to process your application and confirm your right to work in the UK. These organisations are either government agencies or other organisations who are contracted not to further process the data except where required to do so by law. This would only be done in the case of successful applicants.
Examples of these third parties are HMRC, The Home Office, the Disclosure and Barring Service, Disclosure Scotland and previous employers.
- How we store your information
Your information is securely stored on a cloud based system protected by access controls, and in hard copy in a locked filing cabinet.
We keep the information for unsuccessful candidates for up to 6 months in case a further suitable position becomes available. We will then dispose of your information by deleting the computer files and securely shredding any hard copies. Successful candidates’ information will be kept in line with their period of employment, which is covered in the Employee Privacy Notice.
- Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. We will only be able to do this if we are not bound by law or contract to retain it.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal data in certain circumstances. This is normally where it is being processed under the legitimate interests provision and your right to privacy outweighs the legitimate interest in processing the data or where it is being processed with your consent and you wish to withdraw this.
Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at the above address if you wish to make a request.
- How to complain
In the first instance, please contact us at the above address to give us chance to rectify any mistakes.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113