As part of the recruitment process, we collect and processes personal data relating to job applicants.
1. What information do we collect?
We collect a range of information about you. This includes:
- Your name
- Your address
- Your contact details (including email address and telephone number)
- Details of your qualifications, skills, experience and employment history
- Information about your current level of remuneration (including benefit entitlements)
- Whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process
- Information about your entitlement to work in the UK.
We may collect this information in a variety of ways. For example, data might be contained in application forms, CVs, obtained from your passport or other identity documents or collected through interviews or other forms of assessment. We may also collect personal data about you from third parties, such as references supplied by former employers. We may seek information from third parties only once a job offer to you has been made and will inform you that we are doing so. Data will be stored in a range of different places, including on your application record in our recruitment system and on other IT systems (including email).
2. Why do we process personal data?
We need to process data to take steps, at your request, prior to entering into a contract with you. We may also need to process your data in order 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 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 to respond to and defend against legal claims.
We may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. We may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. We process such information to carry out our obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, we may keep your personal data on file in case there are future employment opportunities for which you may be suited. We will ask for your consent before we keep your data for this purpose and you are free to withdraw your consent at any time by asking us to delete information we have about you.
3. Who has access to this data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment 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.
We may, with your express permission, share your information within Cubed Group to allow you access to similar roles that may be of interest.
We will not share your data with external third parties, unless your application for employment is successful and we make you an offer of employment. We may then share your data with former employers to obtain references for you, and employment background check providers to obtain necessary background checks.
4. How do we protect your data?
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.
5. How long do we store data?
If your application for employment is unsuccessful, we will hold your data on file for 6 (six) months after the end of the relevant recruitment process. At the end of that period, your data is deleted or destroyed.
However, we may ask for your consent to keep your personal data on file, for a further 6 (six) months for consideration for future employment opportunities. Either at the end of that period or if you do not consent to us holding your data, 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 Human Resources file (electronic) and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.
6. Your rights:
As a data subject, you have a number of rights.
- 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; and
- object to the processing of your data where we are relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact the Data Protection Officer on firstname.lastname@example.org. If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.
7. What if you do not provide personal data?
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.