Job Applicant Privacy Notice
JOB APPLICANT PRIVACY NOTICE – GDPR
Data Controller: Litron Lasers Ltd
Data Protection Officer: Human Resources Manager
Litron Lasers are committed to ensuring that your privacy is protected. The Job Applicant Privacy Notice explains what information is collected about you.
As part of any recruitment 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;
- whether or not you have a disability for which the company needs to make reasonable adjustments during the recruitment process;
- information about your entitlement to work in the UK; and
- equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health, and religion or belief.
The company 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.
The company will also collect personal data about you from third parties, such as references supplied by former employers. 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 the HR management systems and on other IT systems including email.
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.
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 applicants allows the company to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. 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. 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 ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes.
The company will not use your data for any purpose other than the recruitment exercise for which you have applied.
Who has access to data?
Your information will be shared internally for the purposes of the recruitment exercise. This includes the HR and recruitment team, interviewers involved in the recruitment process, and managers in the business area with a vacancy.
The company will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment.
The company will not transfer your data outside the European Economic Area.
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 not accessed except by authorised 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 6 months after the end of the relevant recruitment process. If you agree to allow the company to keep your personal data on file, the company will hold your data for a fixed period 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 employee 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 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 Data Protection Officer, HR department, HR@litron.co.uk . You can make a subject access request by completing the company’s form for making a subject access request.
If you believe that the company has not complied with your data protection rights, you can complain to the Information Commissioner. https://ico.org.uk .
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. For example, if we require a right to work in UK check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
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.