This notice explains what personal data (information) we will hold about you as a job applicant, how we collect it, and how we will use and may share information about you during the application process. We are required to notify you of this information, under data protection legislation. Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other similar notice.
Buckinghamshire Business First/Ngage Solutions Limited is a ‘data controller’ and gathers and uses certain information about you. Our contact details are: Buckinghamshire Business First Group, Buckinghamshire Business First, Claydon House, 1 Edison Road, Rabans Lane Industrial Area, Aylesbury, HP19 8TE. Please email enquiries to email@example.com or call 01494 927130.
In relation to your personal data, we will:
We may collect the following information during the recruitment process:
We may collect this information from you, your referees (details of whom you will have provided), employment agencies, your education provider, the relevant professional body, the Disclosure and Barring Service (DBS) and the Home Office.
We will typically collect and use this information for the following purposes (other purposes that may also apply are explained in our data protection policy):
We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.
All the processing carried out by us falls into one of the permitted reasons. Generally, we will rely on the following reasons to process your data:
Further details on how we handle sensitive personal information are set out in our Data Protection Policy. Criminal conviction data will usually be collected at the recruitment stage, however, may also be collected during your employment should you be successful in obtaining employment. We use criminal conviction data in order to carry out our legitimate interests to appoint the most suitable candidate to the role.
One of the reasons for processing your data is to allow us to carry out an effective recruitment process. Whilst you are under no obligation to provide us with your data, we may not able to process, or continue with your application.
Your data will be shared with colleagues within the Company where it is necessary for them to undertake their duties with regard to recruitment. This includes, for example, the HR department, those in the department where the vacancy is who are responsible for screening your application and interviewing you, the IT department where you require access to our systems to undertake any assessments requiring IT equipment.
In some cases, we will collect data about you from third parties, such as employment agencies, HR consultants and professional advisers. Your data will be shared with third parties if you are successful in your job application. In these circumstances, we will share your data in order to:
We usually conduct pre-employment assessments, including but not limited to a psychometric and skills tests. We will share your data with the third party undertaking these assessments on our behalf. We review these third parties and undertake due diligence to ensure they also have measures in place to protect your data.
We endeavour not to share your data with bodies outside of the European Economic Area.
We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such an eventuality. Where we share your data with third parties, we provide written instructions to them to ensure that your data are held securely and in line with GDPR requirements. Usually, information will be encrypted or anonymised. The recipient of the information will be bound by confidentiality obligations.
In line with data protection principles, we only keep your data for as long as we need it for, and this will depend on whether or not you are successful in obtaining employment with us.
If your application is not successful, we will keep your recruitment information including interview notes for no longer than reasonable (generally 12 months), taking into account the limitations of potential claims such as race or sex discrimination after which they will be deleted or destroyed.
If your application is successful, we will keep only the recruitment information that is necessary in relation to your employment. Further information will be set out in an employee Privacy Notice.
Your rights in relation to your data
The law on data protection gives you certain rights in relation to the data we hold on you. These are:
We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
We hope that our Data Protection Officer Sarah Randall, contactable at firstname.lastname@example.org will help you resolve any query or concern you may have about our use of your information. If not, contact the Information Commissioner at https://ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.