Job Applicant Privacy Notice

In connection with your application, we will collect, store and use a wide variety of information  about you so that we are able to process your application, and for carrying out one or more  interview(s).  

As a minimum we require you to provide: 

– Personal contact details such as your name, address, contact telephone numbers (landline  and mobile) and personal email address 
– Education 
– Work history 

We like to know about yourself, your interests and your employment history and so we ask that you  provide information on: 
– Any appropriate training courses you have been on or training standards you are certified to – The location where you are based 
– Outside work interests 

We want to make sure that we are the right employer for you, so we also ask about: – Salary expectations 
– Professional goals 

We want to make sure that we are the right employer for you, so we also ask about: 
– Salary expectations 
– Professional goals  

If your application progresses beyond the initial application, we also ask for additional information,  including: 
– A copy of your passport, driving licence, birth and marriage certificates or similar ID and/or  proof of address documents 
– Information about your entitlement to work in the UK (Right to Work documentation) 
– Marital status, next of kin, emergency contacts, beneficiaries and their contact information Date of birth, gender and NI number.

We realise you might be willing to share more information about yourself and so we will process any  information that you choose to share with us in your employment application. 

We will also process any information you choose to disclose on your employment application.

We get information about you from the following sources: 
– Your application form and replies to any screening questions. 
– Your CV and any covering letter. 
– Emails you send to us in the recruitment process. 
– Information you provide at interview, including any online interview using MS Teams. – Through information you supply in HR Recruit* 
– From an employment or recruitment agency. 
– From your employer if you are a secondee. 
– From referees, either external or internal. 
– Photographic images or recording using our own CCTV systems. 

* HR Recruit provides an online applicant tracking portal. HR Recruit is a data processor that  provides the online recruitment solution we use for recruitment purposes. 

If your application is made through an employment or recruitment agency, the agency should inform  you that we will receive and process your data. If needed, we will be able to inform you of the  original source of your personal data.

Where the information we process is special category data, for example your health data, the  additional bases for processing that we rely on are: 
– Article 9(2)(b) which relates to carrying out our obligations and exercising our rights in  employment and the safeguarding of your fundamental rights 
– Article 9(2)(c) to protect your vital interests or those of another person where you are  incapable of giving consent 
– Article 9(2)(f) for the establishment, exercise or defence of legal claims 
– Article 9(2)(h) for the purposes of preventative or occupational medicine and assessing your  working capacity as an employee

We will use your personal information to facilitate interviews and evaluate your suitability for the  role. The table below provides you with a full list of the processes we will undertake with your  personal data and our legal basis for doing so.

Where the information we process is special category data, for example your health data, the  additional bases for processing that we rely on are: 
– Article 9(2)(b) which relates to carrying out our obligations and exercising our rights in  employment and the safeguarding of your fundamental rights 
– Article 9(2)(c) to protect your vital interests or those of another person where you are  incapable of giving consent 
– Article 9(2)(f) for the establishment, exercise or defence of legal claims 
– Article 9(2)(h) for the purposes of preventative or occupational medicine and assessing your  working capacity as an employee 

We use third-party recruitment platforms and job boards for posting vacancies. If you apply through  a third-party platform or job board, they will process your data as a data controller in accordance  with their own privacy policy. You should read their privacy policy on their respective website for  further information.  

In some circumstances, such as under a court order, we are legally obliged to share information. We  may also share information about you with third parties including government agencies and external auditors.
If we are recruiting through a recruitment agency we will share information back with the  recruitment agency you are working with. 
We use an applicant management software package to assist our recruiting processes. Your data will  be stored by the software platform in the UK. We do not transfer any applicant data outside of the  UK.

We retain applicant data for up to 12 months after the date of application. If an applicant is  successful and commences employment with us, we shall retain their data for up to 7 years after  cessation of employment.  

Personal data collected during the recruitment process will be retained for 12 months from the date of application.

We are always happy to fulfil any one of your rights. Your rights with respect to the personal data  that we process on you are: 

– Right to information on how your data is processed 
– Right of access to the personal data we hold on you 
– Right to rectify any inaccurate data we process on you 
– Right to object to us processing your personal data  
– Right to erasure of your data 
– Right to data portability  
– Right to lodge a complaint with a data protection regulator  
– Right not to be subject to automated decision making 

For more information on your rights, see the Information Commissioner’s website. 

You also have the right to lodge a complaint with the Information Commissioner as the relevant  supervisory authority.  

You can invoke any of your rights by using the contact details listed in this notice. Please be aware  that we can ask for identification documents to confirm we are disclosing information to the correct  person. 

If you ask someone to exercise these rights on your behalf we will ask them to show they have the  authority to act on your behalf and ask for proof of their identity.

It is mandatory that you provide us with your personal information prior to us interviewing you for a  position. If you do not provide us with all of the personal information we require we will not be able  to interview you for a position. 

We do not conduct any automated decision making or profiling on applicant data.