JOB APPLICANT PRIVACY NOTICE
As part of our recruitment process, pureLiFi 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 and to be compliant with UK GDPR.
What information do we collect?
pureLiFi collects various information about you. This information includes:
- name, address and contact details, including email address and telephone number;
- details of qualifications, skills, experience and employment history;
- information about current level of remuneration, including benefit entitlements; and
- information about entitlement to work in the UK.
pureLiFi may collect this information in several different ways. For example, data might be contained in application forms, CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.
We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from third parties only once a job offer to you has been made, and we will inform you that we are doing so and seek your consent to approach the third parties.
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 pureLiFi process personal data?
pureLiFi 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 us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.
We need to process data to ensure that we are complying with contractual legal obligations. For example, it is mandatory to check a successful applicant’s eligibility to work in the UK before employment starts.
If your application is unsuccessful, pureLiFi may keep your personal data on file in the event there are future employment opportunities for which you may be suited. We 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 may be shared internally for the purposes of the recruitment exercise. This includes members of the HR and 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. At time, if a manager of the business area does not reside in the UK, this information may be shared overseas, namely to the United States.
We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you.
How does pureLiFi protect data?
We take the security of your data seriously. We have 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 pureLiFi keep data?
If your application for employment is unsuccessful, the organisation will hold your data on file for 6 (six) months after the end of the relevant recruitment process. 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 Human Resources file (electronic and paper based) and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.
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; and
- object to the processing of your data where pureLiFi is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact Gemma Mayne, HR Director at firstname.lastname@example.org.
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 pureLiFi 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.