JOB APPLICANT PRIVACY NOTICE
Data controller: Ceuta Group
As part of any recruitment process, Ceuta Group collects and processes personal data relating to job applicants. Ceuta Group is committed to being transparent about how we collect and use that data, and to meeting our data protection obligations.
What information does Ceuta Group collect?
Ceuta Group collects a range of information about you. This includes:
- your name, address and contact details, including email address and telephone number;
- a copy of your passport;
- 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 organisation needs to make reasonable adjustments during the recruitment process; and
- information about your entitlement to work in the UK
Ceuta Group 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.
Ceuta Group may also collect personal data about you from third parties, such as references supplied by former employers. Ceuta Group will seek information from third parties only once a job offer to you has been made and will inform you that we are doing so.
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.
Why does Ceuta Group process personal data?
Ceuta Group needs to process data to take steps at your request prior to entering into a contract with you. We also need to process your data to enter into a contract with you.
In some cases, Ceuta Group needs to process data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant’s eligibility to work in the UK before employment starts.
Ceuta Group 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 Ceuta Group to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.
Where Ceuta Group relies on legitimate interests as a reason for processing data, we have considered whether or not those interests are overridden by the rights and freedoms of prospective employees or workers and we have concluded that they are not.
Ceuta Group processes health information if we need to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out our obligations and exercise specific rights in relation to employment.
Where Ceuta Group processes other special categories of data, such as information about ethnic origin, health, age, gender or marital status, this is done for the purposes of equal opportunities monitoring with the explicit consent of job applicants, which can be withdrawn at any time.
If your application is unsuccessful, Ceuta Group will keep your personal data on file for six months in case there are future employment opportunities for which you may be suited. Ceuta Group will ask for your consent before we keep your data for this purpose and you are free to withdraw your consent at any time.
Some of the organisation’s recruitment processes are based solely on automated decision-making, such as driving records for positions which require the operation of a vehicle, or qualifications and/or certificates where this is required for the position. In these instances personal data you have provided will be used.
Who has access to data?
Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the Talent Management & Development team, interviewers involved in the recruitment 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.
Ceuta Group will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. Ceuta Group may then share your data with former employers to obtain references for you, or employment background check providers to obtain necessary background checks. The organisation will not transfer your data outside the European Economic Area.
How does Ceuta Group protect data?
Ceuta Group takes the security of your data seriously. We have 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.
For how long does Ceuta Group keep data?
If your application for employment is unsuccessful, Ceuta Group will hold your data on file for 6 months after the end of the relevant recruitment process. If you agree to allow the organisation to keep your personal data on file, the organisations will hold your data 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 employment 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.
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;
- 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.
You can make a subject access request by contacting Helen Bolton, Ceuta Group Operations & Compliance Manager, on email@example.com.
If you believe that Ceuta Group has not complied with your data protection rights, you can raise a complaint to the Information Commissioner.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to Ceuta Group during the recruitment process. However, if you do not provide the information, Ceuta Group may not be able to process your application properly or at all.
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.