As part of any recruitment process, we collect and processes personal data relating to job applicants. We are committed to being transparent about how we collect and uses that data and to meeting our data protection obligations.
We collect a range of information about you. This includes:
We collect 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.
We 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. We will seek information from third parties only once a job offer to you has been made and will let you know we are doing so.
Data will be stored in a range of different places, including on your application record, in our HR management systems and on other IT systems, including email.
We need to process data to take steps at your request prior to entering into a contract with you. We also need to process your data to enter into a contract with you.
In some cases, we will need to process data to make sure that we are complying with our legal obligations. For example, we are required to check a successful applicant’s eligibility to work in the UK before their 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.
Where we rely on legitimate interests as a reason for processing data, we have considered whether or not those interests are overridden by the rights and freedoms of employees or workers and we have concluded that they are not.
We also process health information in case we need to make reasonable adjustments to the recruitment process for candidates who have a disability. This means we can carry out our obligations and exercise specific rights in relation to employment. A successful candidate will be required to complete a health questionnaire which will be sent directly to our Occupational Health Provider and is not seen by anyone else in the organisation. Any subsequent health information received from the Occupational Health provider is processed if we need to make reasonable adjustments to the employment process for a prospective employee with a disability.
Where we processes other special categories of data, such as information about ethnic origin, sexual orientation, health, religion or belief, age, gender or marital status, this is done for the purposes of equal opportunities monitoring with the explicit consent of job applicants, which can be withdrawn at any time.
For some roles, we are obliged to seek information about criminal convictions and offences. Where we look for this information, we do so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment.
We will not use your data for any purpose other than the recruitment exercise for which you have applied.
Your information will be shared internally for the purposes of the recruitment exercise. This includes members of our 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 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 or others you have specified for us 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.
We will not transfer your data outside the European Economic Area.
We take the security of your data seriously. We have internal policies and controls in place to make sure 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. We have an ICT Security and Acceptable Use policy and all IT systems are protected by enterprise level user authentication. Additionally, data security audits and external penetration testing is conducted regularly to make sure that all data is secure from outside interference.
If your application for employment is unsuccessful, we will hold your data on file for 6 months after the end of the relevant recruitment process. At the end of that period, your identifiable data is deleted or destroyed. Equal opportunities data will be deleted after 12 months.
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 in a new privacy notice.
As a data subject, you have a number of rights. You can:
If you believe that we have not complied with your data protection rights, you can complain to the Information Commissioner.
You are under no statutory or contractual obligation to provide us with your data 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 are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.
Our recruitment processes are not based on automated decision-making.