Privacy Notice For Job Applicants

Introduction

As part of any recruitment process, the organisation collects and processes personal data relating to job applicants.
The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does the organisation collect?

The organisation collects a range of information about you. This includes:

• Personal 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 you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process;
• Information about your entitlement to work in the UK; and

The organisation collects this information in a variety of ways. For example, data might be contained in CVs or emails, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

The organisation will also collect personal data about you from third parties, such as references supplied by former employers. The organisation 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 and ask for your consent.

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email). Data will be stored by our HR Consultant and by the recruiting manager.

Why does the organisation process personal data?

The organisation needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.

In some cases, the organisation 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 organisation 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 organisation to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. The organisation may also need to process data from job applicants to respond to and defend against legal claims.

Where the organisation relies on legitimate interests as a reason for processing data, it has considered whether those interests are overridden by the rights and freedoms of job applicants, employees or workers and has concluded that they are not.

The organisation 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.

The organisation will not use your data for any purpose other than the recruitment exercise for which you have applied.

If your application is unsuccessful, the organisation will keep your personal data on file in case there are future employment opportunities for which you may be suited. The organisation will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time by contacting our HR Consultant, please use the support@saeker.co.uk email address for this purpose.

Who has access to data?

Your information will be shared externally and internally for the purposes of the recruitment exercise. This includes the HR Consultant and interviewers/managers involved in the recruitment process and support team to support the recruitment process.

The organisation will not share your data with third parties, unless your application for employment is successful, and it makes you an offer of employment. The organisation will then share your data with former employers to obtain references for you.

How does the organisation protect data?

The organisation 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 our employees in the proper performance of their duties. Where we work with external consultants, they have security measures in place to protect data.

Saeker has implemented IT security measures to protect personal data against unauthorised access, loss, or misuse. These include encryption, firewalls, access controls, regular security audits, and staff training on data protection. We are certified under Cyber Essentials Plus, demonstrating our commitment to high security standards. Our systems are continuously monitored and updated to address emerging threats and ensure compliance with data protection requirements.

For how long does the organisation keep data?

If your application for employment is unsuccessful, the organisation will hold your data on file for 12-months after the end of the relevant recruitment process. If you agree to allow the organisation to keep your personal data on file, the organisation will hold your data on file indefinitely for consideration for future employment opportunities. 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.

Your rights

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

• Access and obtain a copy of your data on request;
• Require the organisation to change incorrect or incomplete data;
• Require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
• Object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing.
•  Ask the organisation to stop processing data for a period if data is inaccurate or there is a dispute about whether your interests override the organisations legitimate grounds for processing data.

If you would like to exercise any of these rights or to make a subject access request, please contact John Biles at support@saeker.co.uk
If you believe we have not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to the organisation during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all. If your application is successful, it will be a condition of any job offer that you provide evidence of your right to work in the UK and satisfactory references.

Automated decision-making

Recruitment processes are not based on automated decision-making.