Candidate - Privacy Notice
What Is The Purpose Of This Information?
Safestyle UK is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. You are being provided a copy of this privacy notice because you are applying for work with us (whether as an employee, worker, agent or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR).
Data Protection Principles
We will comply with data protection law and principles, which means that your data will be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely.
The Kind Of Information We Hold About You
In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
- The information you have provided to us in your curriculum vitae and covering letter.
- The information you have provided on our application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications etc.
- Any personal information you provide to us during an interview.
- Any other personal information received as part of the application process, such as test results etc.
We may also collect, store and use the following types of more sensitive personal information:
- Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
- Information about your health, including any medical condition, health and sickness records.
- Information about criminal convictions and offences.
How Is Your Personal Information Collected?
We collect personal information about candidates from the following sources:
- You, the candidate.
- From the recruitment agency representing you.
- Disclosure and Barring Service in respect of criminal convictions.
- Your named referees, from whom we collect information agreed.
- Regulatory References (where required for the role)
How We Will Use Information About You
We will use the personal information we collect about you to:
- Assess your skills, qualifications, and suitability for the role.
- Carry out background and reference checks, where applicable.
- Communicate with you about the recruitment process.
- Keep records related to our hiring processes.
- Comply with legal or regulatory requirements.
We need to process personal data provided by candidates during the recruitment process. Effectively managing the recruitment process is in our legitimate interests so that we can properly decide who to offer each role to and whether to enter into contracts with those individuals. There are also some legal obligations that require processing of personal data, such as checking the right to work in the UK.
Having collated your application information we will then process that detail to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we may then take up references and/or carry out a criminal record or any other appropriate check before confirming your appointment.
In accordance with sub-para 2 of the retention section below, if you decide not to accept a role that is offered and another similar role or one that we believe you may be interested in becomes available, we may contact you within the retention period of 12 months to make you aware of and ascertain your interest in that role. If you prefer not to be contacted by us for that purpose please do let us know by emailing firstname.lastname@example.org as referenced within the section ‘Rights of Access, Correction, Erasure and Restriction’
If you fail to provide personal information
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a criminal records 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.
How We Use Particularly Sensitive Personal Information
We will use your particularly sensitive personal information in the following ways:
- We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview etc.
- We may use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.
- We will use information about your health to assess your suitably to the role applied for.
Information About Criminal Convictions
We envisage that we will process information about criminal convictions for certain roles.
When we do, we will collect information about your criminal convictions history if we would like to offer you the role (conditional on checks and any other conditions, such as references, being satisfactory). We are required in some instances and entitled in others to carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. In particular:
- Where we are legally required by the Financial Conduct Authority to carry out criminal record checks for certain roles;
- The role is one which is listed on the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (SI 1975/1023) and is also specified in the Police Act 1997 (Criminal Records) Regulations (SI 2002/233) so is eligible for a check from the Disclosure and Barring Service.
- The role requires a high degree of trust and integrity and so we would like to ask you to seek a basic disclosure of your criminal records history.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
How long will you use my information for?
We will retain your personal information for a period of 12 months after we have communicated to you our decision about whether to appoint you to the role. We retain your personal information for that period so that:
- We can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our data retention policy.
- Where a further opportunity arises in the future for which you may be suitable, we may contact you to make you aware and ascertain your interest in reapplying.
Rights Of Access, Correction, Erasure And Restriction
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below). This is not an absolute right and there may be reasons why data cannot be erased, such as in order to comply with the law or where it may be required in defence of any claim.
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
If you want to review, verify, correct or request erasure of your personal information, or object to the processing of your personal data, please contact us by writing to: HR Department, Style House, 14 Eldon Place, Bradford, BD1 3AZ or by email to email@example.com . Please note that identity will need to be satisfactorily verified prior to the release of information.
Data Protection Officer
We have appointed a Data Protection Officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO using the contact information above. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues, if you consider there has been infringement of your rights under data protection regulations.