1. Introduction

As part of our recruitment and selection process, The Company collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use this data in line with General Data Protection Regulation (GDPR): the General Data Protection Regulation ((EU) 2016/679).

2. What Data do we collect?

The Company as part of its recruitment and selection process may collect and process a range of personal and sensitive data in relation to you including (but not exhaustive to);
• Name, address, contact details (email address, telephone number, Skype address),
• Details of your qualifications, skills, and experience
• Past and present employment history
• Current and previous levels of remuneration, including benefit entitlements
• Whether or not you have a disability for which the organisation needs to make reasonable adjustments
• Information about your Eligibility to work in the UK
• Criminal offences not treated as “spent”
• Driving license details including any endorsements
• Training you have participated in
• Equal opportunities monitoring information, including information about your gender, ethnic origin, sexual orientation, religion, or belief.

The Company collects the aforementioned data in a variety of manners. For example, via application forms, CV’s, interviews, assessments, passport, or other identity documentation. Personal data available in the public domain may also be used via Social Media searches such as Facebook, and LinkedIn.

In some cases, the Company requests and collects personal data about you via third parties, such as; references supplied from former employers. Personal data from third party sources will only be sourced once a job offer to you has been made.
Data during the recruitment and selection process will be stored in a range of different places, including manually on job application files and electronically on HR management systems and on other IT systems (including email).

3. Why do we Process Personal Data?

Processing applicant’s personal data allows the company to:
• Take steps at your request to allow us the ability to consider entering into an employment contract with you
• To ensure that we are complying with our legal obligations. For example, eligibility to work in the UK
• To manage the recruitment and selection process, assess and confirm an applicant’s suitability for employment
• To respond to and defend against legal claims
• For certain positions, it is necessary to carry out criminal records checks to ensure that individuals are permitted to undertake the role in question
• To identify whether or not applicants are disabled in order to make reasonable adjustments for applicants who have a disability
• For future employment opportunities for which you may be suited.

4. Who has Access to your Personal Data?

Your personal data for legitimate processing purposes (as set out in clause 3 of this notice) maybe shared with the following;

Internally
• Members of the HR and learning and development team
• Interviewers and assessors involved in the recruitment and selection process
• Recruiting Managers
• Management within the business
• Reception and security staff.

Externally
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 would than adhere to measures set out in the Company’s Internal Colleague Privacy Notice.

5. Protection of personal 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, accidently destroyed, misused, or disclosed and is not accessed by anyone other than specified in section 4.

6. Retention of personal data

If your application for employment is unsuccessful, the organisation will hold your details on file for a period of six months after the completion of the relevant recruitment and selection process.

If you provide consent to allow your personal data to be kept on file but have not actively engaged in a selection process, we will hold your data on file for a period 6 months for consideration of future employment opportunities. At the end of that period, or once you withdraw your consent, your data is deleted and 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 paper based) and retained during your employment. The periods for which your data will be held are set out in the Company Colleague Privacy Notice.

7. Your Data Rights

As the data subject, under the General Data Protection Regulation (GDPR) you have the following rights;
• Ability to access and obtain a copy of your data on request
• Require the Company to change incorrect or incomplete data on request
• Require the Company 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 Company is relying on its legitimate interests as the legal ground for processing; and
• Ask the Company 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 the aforementioned rights, please contact the HR Department at hrinbox@ax-uk.com

8. Failure to provide your personal data

You are under no statutory or contractual obligation to provide data to the company during the recruitment and selection process, however, if you do not provide the required data, we may be unable to process your application.