How we protect and respect your personal data and privacy
Data controller: Unity Five Limited, 07202010, Castleview Barn, Woodmanton Farm, Woodbury, Exeter, EX5 1HQ.
Data protection officer: David Herbert, Shannon Rogers. firstname.lastname@example.org
As part of any recruitment process, the organisation collects and processes personal data relating to job applicants. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does the organisation collect?
The organisation collects a range of information about you. This includes:
- your name, address and contact details, including email address and telephone number;
- details of your qualifications, skills, experience and employment history including start and end
- dates with previous employers and if relevant, this organisation;
- information about your current level of remuneration, including entitlement to benefits such as
- pension, company vehicles, car allowances or insurance cover;
- CCTV images of you if you attend our offices in person;
- whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process;
- information about your nationality and right to work in the UK; and
- Information about your criminal record, including cautions, convictions and investigations as relevant.
For detailed information regarding use of CCTV, please refer to our dedicated CCTV policy.
OP038 CCTV Policy
The organisation 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 and assessments.
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 the organisation’s email system).
Why does the organisation process personal data?
The organisation 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, the organisation 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 organisation 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 organisation to:
- manage the recruitment process;
- assess and confirm a candidate’s suitability for employment and decide to whom to offer a job;
- assist in the prevention and detection of crime, or the identification and prosecution of an offenderor the identification of a victim or witness;
- ensure the security of the business premises, employees, contractors, workers, job applicants andother visitors to its premises: and
- respond to and defend against legal claims.
Where the organisation 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 organisation 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.
If your application is unsuccessful, the organisation will keep your personal data on file in case there are future employment opportunities for which you may be suited. The organisation 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 the Privacy Officer, David Herbert or Shannon Rogers 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 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.
Ordinarily, the organisation 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 as appropriate with third parties that process data on its behalf in connection with payroll, benefits and the provision of HR services. The organisation may share your data with third parties to report suspected offences to the appropriate authorities. In these circumstances, the data will be subject to confidentiality arrangements.
The organisation will not transfer your data outside the European Economic Area.
How does the organisation protect data?
The organisation takes the security of your data seriously. It has 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.
Where the organisation engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
How long does the organisation keep data?
If your application for employment is unsuccessful, the organisation will hold your data on file for twelve months after the end of the relevant recruitment process for addition to our talent pool, for consideration for future employment opportunities. At the end of that period or if you withdraw your consent, your data will be 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 in a new privacy notice.
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 nolonger 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 either David Herbert or Shannon Rogers on firstname.lastname@example.org. You can make a subject access request by completing the organisation’s form for making a subject access request.
If you believe that the organisation 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 organisation during the recruitment process. However, if you do not provide the information, the organisation 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.
Recruitment processes are not based solely on automated decision-making.
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