QR Automation Privacy Notice
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.
What information does the organisation collect?
The organisation collects a range of information about you. This includes:
• 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;
• information about your entitlement to work in the UK;
• equal opportunities monitoring information, including information about
your ethnic origin, sexual orientation, health, and religion or belief.
The organisation collects 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, including online tests.
The organisation will also collect personal data about you from third
parties, such as references supplied by former employers. 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 entering into a contract with you. It also needs 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 offer a job. The organisation may also need to process data from job applicants to respond to and defend against legal claims.
Where the organisation relies on legitimate interests as a reason for
processing data, it has considered whether or not those interests are overridden by the rights and freedoms of employees or workers and has concluded that they are not.
The organisation processes health information if it needs to make reasonable
adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
Where the organisation processes other special categories of data, such as
information about ethnic origin, sexual orientation, health, religion or belief, age, genderor marital status, this is done for the purposes of equal opportunities monitoring with the explicit
consent of job applicants, which can be withdrawn at any time.
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.
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 ask for your consent before it keeps your data for this purpose and you are
free to withdraw your consent at any time.
Who has access to data?
Your information will be shared internally for the purposes of the
recruitment exercise. This includes members of the 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 your
application for employment is successful and it makes you an offer of
employment. The organisation will then share your data with former employers
to obtain references for you.
The organisation will not transfer your data outside the European Economic
Area.
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?
If your application for employment is unsuccessful, the organisation will
hold your data on file for 6 months after the end of the relevant recruitment process. If you agree
to allow the organisation to keep your personal data on file, the
organisations will hold your data on file for a further 6 months for consideration for future employment opportunities. At
the end of that period or once you withdraw your consent, your data is deleted or destroyed.
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 data will be held will be provided to you in a new
privacy notice.
Your rights
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;
• object to the processing of your data where the organisation is relying on
its legitimate interests as the legal ground for processing;
• ask the organisation to stop processing data for a period if data is
inaccurate or there is a dispute about whether or not your interests
override the organisation's legitimate grounds for processing data.
If you would like to exercise any of these rights, please contact the
recruiting manager. You can make a subject access request by completing the organisation's form for
making a subject access request.
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.
You are under no obligation to provide information for equal opportunities
monitoring purposes and there are no consequences for your application if you choose not to
provide such information.
Automated decision-making
Recruitment processes are not based solely on automated decision-making.