When we use information for the purposes set out here, we will do so either on the basis of your consent (provided it is freely given, specific, informed, unambiguous and positively given) or because we need to for one or more of the following reasons:
We collect, store and use personal data about individuals who apply to join us. This may include information:
The information we collect might include sensitive personal data, such as information about your health and sickness records. If we need to process sensitive personal data then we will ask for your explicit consent before doing so.
If you apply for a position with us, we may carry out a check for criminal convictions in order to satisfy ourselves that there is nothing in your history which makes you unsuitable for the role. We do this because working with us involves a high degree of trust (as you will have access to confidential information).
If we carry out a criminal record check or ask for references, this will only ever be done at the last stage of the application process, when making an offer of employment.
We use the personal data we collect about you to:
We do all of this because either it is a necessary part of entering into a contract of employment with you or because we have a legitimate interest in ensuring that you are suitable for a particular role.
If you fail to provide personal data when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully.
We normally retain personal data about unsuccessful candidates for between 3 and 6 months from the time we inform them of our hiring decision. We retain personal data for this period so that we can demonstrate, in the event of a legal claim, we have not discriminated against an applicant and that the recruitment process was fair and transparent. After this period, we will securely destroy this applicant’s personal data. If we wish to retain personal data on file, in case future opportunities arise, we will contact the applicant and ask for his or her consent to do so.
If you are successful, the personal data your provided in the application process will be stored as part of your personnel file.
If we explore or enter into a partnership with you we will collect information as necessary to evaluate the potential partnership and where applicable to work with you. Apart from as described above, we will not share your data with third parties without your explicit consent.
We normally only store personal data within the European Economic Area (EEA). However, some of the technology and support services we use are provided by international organisations and/or companies which are based outside the EEA. Before using such service providers, we take steps to make sure that any personal data they process is adequately protected and transferred in accordance with Data Protection Laws, usually by one or more of the following methods:
The only other time we’ll transfer data outside the EEA is if a derogation (i.e. an exception) under Data Protection Laws, and the transfer is either necessary and made for the purposes of that exception or with your explicit consent.
Data Protection Laws provide you with certain rights in relation to your personal data. These are as follows:
We try to respond to all personal data requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. Please also bear in mind that there are exceptions to the rights above and some situations where they do not apply.
We may need to request additional information from you to help us confirm your identity.
This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you to clarify your request.
You will not normally have to pay a fee to access your personal data (or to exercise any of your other rights). However, we may charge a reasonable fee if your request is unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
If you want to exercise any of the rights described above, please email firstname.lastname@example.org or write to:
Data Protection Requests,
You have the right to complain to a data protection supervisory authority (which, in the UK, is the ICO) if you are not satisfied with our response to a data protection request or if you think your personal data has been mishandled. For further information on how to make a complaint, please visit https://ico.org.uk.
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