Saxon Weald's candidate privacy notice

Saxon Weald’s candidate privacy notice 1.0

What is the purpose of this document?

1.1

As part of the recruitment process, we collect and process personal data relating to you. We are committed to being transparent about how we collect and use your personal data, in accordance with the General Data Protection Regulations (GDPR).

1.2

Saxon Weald is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.

1.3

It is important that you read this privacy notice so that you are aware of how and why we are using your personal information.

2.0

What information do we collect during the recruitment process?

2.1

We will collect a range of information about you including:  your name, address and contact details, including your email address and telephone number;  details of your qualifications, skills, experience and employment history;  information about your current level of remuneration and benefits;  whether or not you have a disability, for which we need to make reasonable adjustments during the recruitment process;  information about your entitlement to work in the UK; and  equal opportunities monitoring information, including information about your ethnic origin, religion or belief, sexual orientation, health and age

2.2

We collect this information in a variety of ways. For example, your data might be contained in your application form or CV; obtained from your passport or other identity documents; or collected through interview(s) or other assessments, including in-tray exercises, Belbin Team profiles and on-line tests.

2.3

We will also collect personal data about you from third parties, such as references supplied by former employers. We will not request references, until you have been offered a job and accepted. For specific job roles, we will obtain information from criminal records checks (DBS).

2.4

Your personal data will be stored securely in our HR management systems including Job-train our on-line recruitment system.

3.0

Why do we process your personal data?

3.1

We need to process your data to take steps, at your request, prior to entering into a contract with you. We also need to process your data to enter into a contract with you.

Saxon Weald’s job applicant privacy notice – updated 9 May 2018

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3.2

We have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. It allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.

3.3

We process data to ensure that we are complying with our legal obligations. For example, we are required to check eligibility to work in the UK before employment starts.

3.4

We process health information so we can make reasonable adjustments to the recruitment process for candidates who have a disability.

3.5

Where we process other special categories of data, such as information about your ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring only.

3.6

We will not use your data for any purpose other than the recruitment exercise for which you applied. If your application is unsuccessful we may ask if you would like to be put in our talent pool in case there are future employment opportunities for which you may be suited. We will ask for your consent before we keep your data for this purpose and you are free to withdraw your consent at any time.

4.0

Who has access to your data?

4.1

Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR team, interviewers involved in the recruitment process, relevant managers in the business area where there is a vacancy and IT staff if access to the data is necessary for the performance of their roles.

4.2

There are other external third parties who may have access to your data. For example, Jobtrain, the company we use to provide our on-line recruitment system, Belbin, if we need you to complete an on-line team profile as part of the recruitment process and external recruitment consultant(s) we may employ for specific recruitment activities.

4.3

If your application for employment is successful and we make you an offer of employment that you accept, we will then share your data with former employers to obtain references for you. Where appropriate we may share your data with the company we use to carry out criminal records checks on our behalf.

4.4

We will not transfer your data outside the European Economic Area.

5.0

How do we protect your data?

5.1

We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, misused or disclosed and is not accessed except by relevant members of our staff in the proper performance of their duties. Saxon Weald’s job applicant privacy notice – updated 9 May 2018

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5.2

Where we use third parties who have access to personal data during the recruitment process, such as Jobtrain, Belbin or recruitment consultants, they do so in line with the GDPR and under a contract or Information Sharing Agreement, where they are obliged to implement appropriate technical and organisation measures to ensure the security of your data.

6.0

How long do we keep your data?

6.1

Your application on Jobtrain, our on-line recruitment system will be kept for a period of 7 months after a period of inactivity and then archived unless you request otherwise.

6.2

After 6 months of inactivity on the your Jobtrain record (by you or the HR team) you will be sent an email saying that if you do not log in to Jobtrain within 30 days your details will be archived. If you are happy for this to happen, you do not need to take any action. If you wish to keep your profile active, so you can receive job alerts or access previous job applications you will need to log in. The whole process is repeated again after 6 months on inactivity.

6.3

You have the option to have your personal data removed earlier by contacting [email protected]

6.4

Applications we print out, together with other recruitment information collected for candidates who are shortlisted for interview, but not appointed, will be kept for one year after the recruitment activity has finished.

7.0

Your rights under the GDPR You have a number of rights under the GDPR. You rights include:

Your right The right to be informed The right of access The right to rectification The right to erasure The right to restrict processing The right to data portability The right to object

Translation We will tell you in clear and plain language when we are collecting, using or sharing information about you You have the right to know and see what information we hold on you. A written request is called a “Subject Access Request”. We have to provide information within one month of your request. You have the right to have incorrect or incomplete information corrected within one month. This includes any information we have shared with other companies processing data on our behalf. You can request to be forgotten, but this would not be upheld where we have a right to hold information You can ask us to stop using your personal information if you are contesting the accuracy or use of the information. We have to stop processing this information until we have corrected it or established we have a legal right to use it. You can request certain information is shared with another organisation. This only applied to information that is carried out by automation and doesn’t apply to the information we process. You can object to us using your information, but this right would


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Rights in relation to automated decision making and profiling

normally apply for customers rather than staff. For example, customers objecting to direct marketing. This applied to decisions made entirely by computers rather than staff and so doesn’t really apply to Saxon Weald at present.

If you would like to exercise any of these rights, please email: [email protected] 8.0

What if you do not provide personal data?

8.1

You are under no statutory or contractual obligation to provide your data to us during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.

9.0

Automated decision-making

9.1

We do not make any decisions about you, using automated means and we do not envisage this changing in the near future. If the situation changes, we will update this privacy notice.

10.0

Data Protection Officer

10.1

Saxon Weald has appointed Data Protection People as Data Protection Officer to oversee compliance with this privacy notice.

10.2

If you have any questions about this privacy notice or how we handle your personal information, please email [email protected] and IT/HR will respond.

10.3

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), who is the UK supervisory authority for data protection issues.


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