Applicant Privacy Notice

As part of our recruitment and selection process, we collect 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 UK GDPR.

What data do we collect?

We may collect and process a range of personal data in relation to you including:

• Contact details; name, address, email, telephone number etc.
• Details of your experience, qualifications and skills
• Employment history
• Whether or not you have a disability for which we need to make reasonable adjustments
• Your eligibility to work in the UK
• Criminal offences not treated as “spent”
• Driving licence details
• Training and development
• Equal opportunities monitoring information

This data will be gathered via methods such as application forms, CVs, interviews, assessments, your passport etc. We may also use personal data that is available in the public domain via social media.

In some cases, we collect personal data via third parties, such as references from former employers. Personal data from third party sources will only be sourced once a job offer has been made.

Data collected during the recruitment and selection process will be stored electronically on your job application file and via our internal people management system.

Why do we process personal data?

Processing your data allows us to:

• Manage the recruitment and selection process
• Take steps towards possibly entering an employment contract with you
• Ensure we comply with our legal obligations
• Respond to and defend against legal claims
• Carry out criminal records checks where required
• Identify disabilities to make reasonable adjustments
• Offer future employment opportunities.

Who has access to your personal data?

Your personal data for legitimate processing purposes may be shared with:

• Members of our People team
• Recruiting Managers and interviewers
• Other management within the business
• Office Managers and security staff.

We will not share your data with third parties unless your application is successful, and we make you an offer of employment. We then adhere to the principles on our Colleague Data Protection Policy.

Protection of personal data

We take the security of your data seriously, we have internal controls in place to ensure that your data is not lost, accidently destroyed, misused, or disclosed and is not accessed by anyone other than those who need reasonable access to perform their role.

Retention of personal data

If your application for employment is unsuccessful, we will hold your details for a period of six 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 personnel file and retained for the duration of your employment. Upon termination of employment, we will retain your personal data for a period of six years.

Your data rights

As the data subject, under GDPR you have the right to:

• access and obtain a copy of your data upon request
• request the Company to change incorrect or incomplete data
• request 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 for processing
• ask the Company to stop processing data for a period if data is inaccurate or there is a dispute about whether your interests override our legitimate grounds for processing.

Failure to provide your personal data

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