Job application privacy notice
As part of any recruitment process, SAL collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.
Your data is stored in a range of systems and formats. These include a physical and electronic temporary recruitment file, and in other IT systems, including the organisations email system. If we receive a complaint then it will also be shared with our HR provider.
We process a range of information collected from you. This may include:
- your name, address and contact details, including email address and telephone number;
- your gender and date of birth;
- details of your qualifications, skills, experience and employment history, including start and end dates with previous employers; we may ask them for a reference which will include questions on your health, time-keeping, and performance.
- information about your current level of remuneration, including benefit entitlements;
- your nationality and entitlement to work in the UK;
High risk personal data
- Details of your bank account and national insurance number will only be requested if a position is offered.
- Passport and driving licence information.
Special category and criminal offence data
- Where permitted by law, equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.
- Whether or not you have a disability for which the business needs to make reasonable adjustments during the recruitment process.
- Where permitted by law, we may hold information from criminal record checks.
SAL may collect this personal data in a number of ways. For example, identity information may be collated from application forms, CVs, obtained from your passport or other documents such as your driving licence; from the correspondence with you; or through interviews, meetings or other assessments.
Personal data provided by third parties
SAL will also collect personal data about you from third parties, such as references supplied by former employers, recruitment agencies or social media such as LinkedIn or Facebook. We will seek a reference from third parties only if a job offer is made. We will expect your co-operation with the provision of your authority to approach previous employers, but if you withhold this it will affect your opportunity to work with us.
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 we offer a role. In order to comply with Data Protection Laws, SAL need a lawful basis to process your Personal Data. We use the following lawful reasons to obtain and use your Personal Data.
SAL needs to process your Personal Data to take steps at your request, prior to entering into a potential employment contract with you.
In some cases, SAL needs to process data to ensure we comply with legal obligations. For example, checking a successful applicant’s eligibility to work in the UK.
In other cases, we have a legitimate interest in processing Personal Data during and after the end of the recruitment process, including:
- Running the recruitment processes;
- Responding to and defending against legal claims;
- Maintaining and promoting equal opportunities within the workplace.
Your information may be shared internally for the purposes of the recruitment exercise. This includes with interviewers involved in the recruitment process, managers in the business, internal and external HR consultants and IT staff if access to the data is necessary for the performance of their roles.
SAL will not share your data with third parties, unless your application for employment is successful and we offer employment. At this point we may share your data with former employers to obtain references for you.
SAL may share your personal data with third parties such as recruitment agencies for pre-employment checks.
SAL may share your personal data with third-party processors who provide services to our business. These services include:
- Recruitment agencies;
- Employment and credit reference agencies;
The organisation does not share personal data of employees with any Joint Controllers.
SAL may share your personal data with organisations where we have a legal obligation, contract or other legitimate interest to do so.
Your personal data may be transferred to countries outside of the European Economic Area (EEA) . For example, your personal data may be shared with a former employer if we are required to obtain references. Where data is transferred outside of the EEA, it is done on the basis of appropriate safeguards, for example binding corporate rules, EU model clauses or a declaration of adequacy.
If your application for employment is unsuccessful, we may hold your data on file for up to one year 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 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.
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 not be able to process your application properly or at all.