Data privacy notice for applicants
How your information will be used
- The Company 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, including online tests.
- The Company will also collect personal data about you from third parties, such as information from criminal records checks or prior employers or referring agencies/agents. 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. The Company will also use websites such as LinkedIn and social media sites to understand more about your background to the extent this is relevant to the role you apply for or are being considered for.
- We collect and process a range of information about you. This includes:
- Your name, address and contact details, including email address and telephone number;
- Your National Insurance number
- details of your qualifications, skills, experience and employment history;
- whether the organisation needs to make reasonable adjustments during the recruitment process;
- information about your entitlement to work in the UK; and
- Data will be stored in a range of different places, including on paper-based recruitment documentation, on your online application record, in HR management systems and on other IT systems (including email).
- The Company needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you. In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts. The Company 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 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 to respond to and defend against legal claims.
- Where the Company 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 employees or workers and has concluded that they are not.
- The Company 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.
- For some roles, we are obliged to seek information about criminal convictions and offences. Where we seek this information, we do so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment.
- If your application is unsuccessful, the organisation will keep your personal data on file for 12 months in case there are future employment opportunities for which you may be suited. If you don’t want us to do this, you can opt out by emailing us at firstname.lastname@example.org (marking the email for the attention of the privacy manager).
- Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, directors, 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 Company may transfer your data to external third-party providers performing certain services for us, such as our applicant tracking system (ATS) provider. Such third-party providers have access to your data solely for the purposes of performing the services specified in the applicable service contract. The Company will not share your data with any other third parties, unless legally required to do so.
- Your data may be transferred to countries outside the European Economic Area (EEA). To ensure that your personal information receives an adequate level of protection we have put in place appropriate measures to check that it is treated by those third parties in a way that is consistent with and which respects the EU and UK laws on data protection.
- Recruitment processes are not based solely on automated decision-making.
- The Company takes the security of your data seriously. We have internal 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, we will hold your data on file for 12 months after the end of the relevant recruitment process. At the end of that period, 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 personnel file and retained during your employment. The periods for which your data will be held will be provided to you on commencing your employment.
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request;
- require the organisation to change incorrect or incomplete data;
- require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
- object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing; and
- ask the organisation to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the organisation’s legitimate grounds for processing data.
- If you would like to exercise any of these rights, please contact our privacy manager by email marked for their attention at email@example.com. You can make a subject access request by writing to that person too.
- If you believe that we have not complied with your data protection rights, please contact the privacy manager in the first instance. If you are still not satisfied with the response, 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 organisation 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.
Identity and contact details of controller and privacy manager
Details of our data privacy manager is as follows:
- Data Privacy Manager: Greg Allsopp
- Full name of legal entity: Venturian Group Limited
- Email address: firstname.lastname@example.org (marked for the attention of Mr Allsopp)
- Postal address: 1 Mariner Court, Calder Business Park, Wakefield, WF4 3FL.
This policy was last updated on 18 March 2019.