As part of our recruitment and selection process, the company collects and processes personal data relating to job applicants. The company is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does the company collect?
The company 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 and notice period
- whether or not you have a disability for which the company needs to make reasonable adjustments during the recruitment process
- information about your nationality and entitlement to work in the UK; and
- equal opportunities monitoring information regarding your gender
- The company can collect this information in a variety of ways. For example, data might be contained in an application form, your CV, obtained from your passport or other identity documents, or collected through the interview process.
The company 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, on our HR management system and on other IT systems (including email) and paper records.
Why does the Company process personal data?
The company 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 company 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 company has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applications allows the company to manage the recruitment process, assess and confirm a candidate’s suitability for employment and make an offer to the most suitable candidate. The company may also need to process data from job applicants to respond to and defend against legal claims.
The company processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability, to enable them to attend for interview and participate fully. This is to carry out its obligations and exercise specific rights in relation to employment.
Where the company processes other special categories of data, such as information about disability, gender or nationality, this is for equal opportunities monitoring purposes.
If your application is unsuccessful, the company will keep your personal data on file in case there are future employment opportunities which may be suited to you. 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 your data?
Your information will 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.
The company will not share your data with third parties, unless your application for employment is successful and you accept an offer of employment. The company will then potentially share your relevant data with future employers to obtain references for you, employment background check providers to obtain necessary background checks.
Your relevant data may be transferred outside the European Economic Area (EEA) if your job role is based abroad. Data is transferred outside the EEA on the basis of the entity with whom it is shared agreeing to be bound by the General Data Protection Regulation (GDPR).
How does the company protect data?
The company 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 only accessed by our employees in the proper performance of their duties.
For how long does the company keep data?
If your application for employment is unsuccessful, the company will hold your data on file for 12 months from the end of the relevant recruitment process. At the end of that period, or once you withdraw your consent, your data is deleted.
If your application for employment is successful, you will be issued with a new Privacy Notice covering your employment.
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request;
- require the company to change incorrect or incomplete data;
- require the company 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 company is relying on its legitimate interests as the legal ground for processing; and
- ask the company to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the company’s legitimate grounds for processing data.
- If you would like to exercise any of these rights, please contact the HR department by emailing HR@kondor.co.uk.
If you believe that the company 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 company during the recruitment process. However, if you do not provide the information, the company 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.
Recruitment processes are not based on automated decision-making.
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Contact & Communication
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Access, Correction and Deletion
We respect your, rights to access, correct and erase the data we hold on you. If you wish to access, amend or remove any of the personal data we hold on you, this can be done by emailing firstname.lastname@example.org and stating your request to the Data Protection Officer at Kondor; our parent company.
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