This section sets out the categories of personal data we collect in operating our business and providing services to our clients, together with the “lawful basis” upon which we do so. It also describes where the data is sourced and the purposes for which it is used.
We process the personal data of our employees in connection with their employment with us. A full description of the types of personal data we hold, how it is used and who it is shared with is set out in our Employee Privacy Notice available to all employees as part of our Employee Handbook and as shared with all employees on induction and afterwards on a periodic basis.
We use the personal data you submit as part of your application for our recruitment purposes, specifically to review your application or CV. We may also collect additional personal data from you as the recruitment process progresses, including personal data which may be derived from an interview, test or presentation, for example. We may also process personal data about you where we undertake pre-employment screening and/or collect references or gather information from publicly available sources to support or verify your application. In summary, our recruitment process may require that we process some or all of the following:
We may collect this information in a variety of ways. As referred to above, your personal data is likely to be contained within application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests. Please note that you are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide the information, we may be unable to process your application properly or at all.
We may collect and share your personal data from and with third parties, such as referees, employment background check providers and criminal records checks (where applicable). We will seek information from such third parties only once a job offer has been made to you and we will inform you that we are doing so.
Your personal data will be stored in our systems on servers in the UK, including on your application record, as part of HR systems and on other IT systems (including email).
We only process your information as is necessary for the purposes of progressing your application or as required by law or regulatory requirements and where we have a legal ground to do so, including:
We do not make any recruitment processes or decisions based solely on any automated (non-human) decision-making.
As referred to above we may share your personal data with suppliers who undertake pre-employment screening (including credit checking agencies and criminal record checking bureaus), academic institutions in validating relevant academic qualifications and suppliers who provide candidate interview and/or assessment services to us (where applicable). Where a supplier processes your personal data on our behalf we contractually require that they process that data in full compliance with the law and solely in accordance with our instructions.
If your application for employment is unsuccessful, we will hold your data on file for 6 months after the end of the relevant recruitment process. If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your personal data will be held will be provided to you in our Employee Privacy Notice, available to all employees.