Data Processing Notice
You will be in receipt of this notice if you have either applied directly for one of our advertised vacancies, your details have been referred to us, or you have posted your CV onto a public job site, resulting in being added to our internal database.
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.
- your name, address and contact details, including email address and telephone number;
details of your qualifications, skills, experience and employment history;
information about your current level of remuneration, including benefit entitlements;
whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process; and
information about your entitlement to work in the UK.
The organisation may 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.
The organisation may 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 (the organisation will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so). 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 email).
Why does the organisation process personal data?
The organisation needs to process data to take steps at your request prior to putting you forward for any vacancy we may be working on. It will also need 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 put forward for a job. The organisation may also need to process data from job applicants to respond to and defend against legal claims.
The organisation may collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. We will not need to know the specific details about the disability, only the adjustments we would be required to make. The organisation processes such information to carry out its obligations and exercise specific rights in relation to employment.
For some roles, the organisation is obliged to seek information about criminal convictions and offences. Where the organisation seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.
Should the organisation need to collect sensitive or ‘special category’ data from you, e.g. if reasonable adjustments need to be made or whether you are required to disclose criminal record information, it will ask you to consent to this data being collected separately.
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 contact you to ensure you are interested in any other vacancies we believe may be suitable; however, should you wish, we will delete all records if you do not want to remain on our internal database.
Who has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes our 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.
The organisation will not share your data with third parties, unless you are going to be put forward for an external job interview. Should you be successful, the organisation may also then share your data with former employers 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 (if applicable).
The organisation will not transfer your data outside the European Economic Area unless you give express consent for us to do so (e.g. in the case of being put forward for a role outside of the EEA).
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.
For how long does the organisation keep data?
The organisation will hold your data on file for 6 years after the end of the relevant recruitment process, for consideration for future employment opportunities. At the end of that period, we will contact you to see whether you wish to remain on our database. If you decline or we are unable to contact you, your data is deleted or destroyed. At any time during the 6 years, you have the right to contact us and ask for your data to be deleted or destroyed.
If your application for employment is successful, personal data gathered during the recruitment process will remain in our database for our financial records. However, should you wish, this information can be anonymised – please contact us if you wish to discuss this option.
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 no longer necessary for the purposes of processing; and
object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact the HR Manager at the address at the top of this notice. 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.
Key contact: HR Manager, Apex Recruitment Services, 7a Tournament Court, Edgehill Drive, Warwick, CV34 6LG / firstname.lastname@example.org