Job Applicant Data Privacy Statement

 

Job Applicant privacy notice

 

Structure-flex Limited is aware of its obligations under the General Data Protection Regulations (GDPR) and is committed to processing your data securely and transparently.  This privacy notice sets out, in line with GDPR, the types of data that we collect and hold on you as a job applicant.  It also sets out how we use that information, how long we keep it for and other relevant information about your data.

 

Data controller details

 

The Company is a data controller, meaning that it determines the processes to be used and when using your personal data.  Our contact details are as follows: - Structure-flex Limited, 33 Holt Road, Cromer, Norfolk, NR27 9EB.

 

Data protection principles

 

In relation to your personal data, we will:

 

• Process it fairly, lawfully and in a clear, transparent way
• Collect your data only for reasons that we find proper for the course of your employment in ways that have been explained to you
• Only use it in the way that we have told you about
• Ensure it is correct and up to date
• Keep your data for only as long as we need it
• Process it in a way that ensures it will not be used for anything that you are not aware of or have consented to (as appropriate), lost or destroyed.

 

Types of data we process

 

We hold many types of data about you, including:

 

• Your personal details including your name, address, date of birth, email address, phone numbers
• Gender
• Marital status
• Whether or not you have a disability
• Information included on your CV including references, education history and employment history
• Documentation relating to your right to work in the UK
• Driving licence
• Information about any applicable criminal record

 

How we collect your data

 

We collect data about you in a variety of ways including the information you would normally include in a CV or a job application cover letter, or notes made by our recruiting officers during a recruitment interview.  Further information will be collected directly from you when you complete forms at the start of your employment, for example, your bank and next of kin details.   Other details may be collected directly from you in the form of official documentation such as your driving licence, passport or other right to work evidence.

In some cases, we will collect data about you from third parties, such as employment agencies and former employers when gathering references.

Personal data is kept in personnel files or within our IT system.

 

Why we process your data

 

The law on data protection allows us to process your data for certain reasons only:

 

• In order to perform the employment contract that we are party to
• In order to carry out legally required duties
• In order for us to carry out our legitimate interests
• To protect your interests

 

All of the processing carried out by us falls into one of the permitted reasons.  Generally, we will rely on the first three reasons set out above to process your data.

 

We need to collect your data to ensure we are complying with legal requirements such as:

 

• Carrying out checks in relation to your right to work in the UK and
• Making reasonable adjustments for disabled employees

 

We also collect data so that we can carry out activities which are in our legitimate interest. We have set these out below:

 

• Making decisions about who to offer employment to
• Making decisions about salary and other benefits
• Assessing training needs
• Dealing with legal claims made against us

 

Criminal conviction data

 

For some roles, Structure-flex is obliged to seek information about criminal convictions and offences.  Where Structure-flex seeks this information, it does to because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.

 

Sharing your data

 

Structure-flex will not use your data for any other purpose other than the recruitment opportunity for which you have applied.

 

Your information may be shared internally, including with the Structure-flex recruitment team, interviewers directly involved in the recruitment and assessment process, and other Managers with a direct interest in the appointment being made.

 

Structure-flex will not transfer your data to Countries outside the European Economic Area.

 

Protecting your data

 

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.  Your data will be stored in secure HR and IT systems, and any paper form will be kept in a locked cabinet with restricted access.

 

 

 

 

How long we keep your data for

 

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, Structure-flex will hold your data on file for 6 months after the end of the recruitment process.  

At the end of this period, we will delete or destroy your data, unless you have already withdrawn your consent to our processing of your data, in which case it will be deleted or destroyed upon your withdrawal of consent subject to our legitimate interest.

 

If your application is successful, your data will be kept and transferred to the systems we administer for employees.  We have a separate privacy notice for employees, which will be provided to you.

 

Automated decision making

 

Within Structure-flex, external employment recruitment and internal promotion decisions are not based solely on automated decision-making.

 

Your rights in relation to your data

 

As a job applicant you are not under statutory or contractual obligation to provide personal data to Structure-flex during the recruitment process.  Notwithstanding this, if you do not provide the requested information, Structure-flex may not be able to process your application either properly, fully, or at all.

 

As a data subject, you have a number of rights.  You can:

 

• Access and obtain a copy of your personal data on request
• The right for any inaccuracies to be corrected.  If any data that we hold about you is incomplete or inaccurate, you are able to require us to correct it
• The right to have information deleted. If you would like us to stop processing your data, you have the right to ask us to delete it from our systems where you believe there is no reason for us to continue processing it
• Object to the processing of your personal data where Structure-flex is relying on its legitimate interests as the legal ground for processing

 

If you wish to exercise any of the rights explained above, please contact Sarah Davis by email at sarah.davis@structure-flex.co.uk

 

Making a complaint

 

If you believe that Structure-flex has not complied with your data protection rights, you can complain to the Information Commissioner.