Job applicant privacy notice
Progress Housing Group, Sumner House, 21 King Street, Leyland, PR25 2LW
Data Protection Officer
As part of any recruitment and selection 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:
- 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;
- whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment and selection process (and if successful, thereafter);
- 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 organisation mainly collects this information through the online application form. However, data might also be contained in CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.
The organisation may also collect personal data about you from third parties, such as references supplied by former employers and information from the Disclosure and Barring Service (including criminal records checks). Please note the organisation will formally 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 your online application record, in HR management systems and on other IT systems (including email).
Why does the organisation process personal data?
The organisation has a legitimate interest in processing personal data during the recruitment and selection process and for keeping records of the process. Processing data from job applicants allows the organisation to manage the recruitment and selection process, assess and confirm an applicant'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.
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 considered whether or not these interests are overridden by the rights and freedoms of 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 and selection process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
Where the organisation 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. Data that the organisation uses for these purposes is anonymised. Employees are entirely free to decide whether or not to provide such data and there are no consequences of failing to do so.
For some roles, the organisation is obliged to seek information about criminal convictions and offences. Where the organisation seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, your completed application form will remain on the organisation’s recruitment portal to enable you to reapply for other roles, if you so wish. Your recruitment record will be deleted once it has been inactive for 12 months. Shortlisting and interview notes are retained for 3 months following the recruitment outcome being confirmed in case there are queries or legal challenges to the decisions made. You are free to request that your application data is deleted at any time.
Who has access to data?
Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment and selection process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles, for example to reset a password.
Auditors, both internal and external, may also review some data to ensure compliance with internal and regulatory requirements and protocols.
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 present and former employers to obtain references for you and where necessary with the Disclosure and Barring Service to obtain necessary criminal records checks.
The organisation will not transfer your data outside the European Economic Area.
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. Your application details will be stored in our HR information system which is accessible by key personnel with authorised log-in details. Some application details may be kept within our electronic personnel folders, accessible to members of the HR Team. IT staff may also be able to access this data if necessary for performance of their roles.
For how long does the organisation keep data?
If your application for employment is unsuccessful, the organisation will hold your data on the online recruitment system for 12 months after your last period of activity. At the end of that period your data is deleted or destroyed.
Shortlisting and interview notes are retained for three months following the recruitment outcome being confirmed.
You are free to request that your application data is deleted at any time.
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 available to you in a new 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 organisation to change incorrect or incomplete data;
- in certain circumstances require the organisation 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 organisation is relying on its legitimate interests as the legal ground for processing; and
- ask the organisation to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the organisation's legitimate grounds for processing data.
If you believe that the organisation has not complied with your data protection rights, please contact the organisation’s Data Protection Officer. You can also complain to the Information Commissioner, details and contact information are available at ico.org.uk.
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.