What is the purpose of this document?
You are being sent a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor). It makes you aware of how your personal data will be used and retained.
Data protection principles
Your data will be:
Used lawfully, fairly & only for purposes we have explained to you.
Accurate, kept up to date, kept securely and for only as long as necessary.
The kind of information we hold about you
We will collect, store, and use the following categories of personal information about you:
The information you have provided in your curriculum vitae, covering letter, contract for services.
The information you have provided elsewhere, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications and reference.
We may also collect, store and use more sensitive personal information, being information about your health, including any medical condition, disability, health and sickness records that is provided to us.
How we will use information about you
We will use the personal information we collect about you to:
Assess your skills, qualifications, and suitability for the role.
Carry out background and reference checks, where applicable.
Communicate with you about working together.
Keep records and comply with our legal and regulatory requirements.
How we use particularly sensitive personal information
We will use your particularly sensitive personal information in the following ways:
We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
How long will you use my information for?
We will retain your personal information for a period of 12 months after we have communicated to you our decision about whether to appoint you to a role. We retain your personal information for that period so that we can show that we have conducted the appointment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our data retention policy.
If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.
Rights of access, correction, erasure, and restriction
Your rights in connection with personal information
Under certain circumstances, you have the right to Request access to your personal information, Request correction of the personal information that we hold about you, Request erasure of your personal information, Object to processing of your personal information, Request the restriction of processing of your personal information, Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact email@example.com in writing.
Data protection contact
If you have any questions about this privacy notice or how we handle your personal information, please contact firstname.lastname@example.org.
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO) who is responsible for data protection issues in the UK at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, United Kingdom, telephone 0303 123 1113.