Recruitment privacy notice
The Adler & Allan group of companies are responsible for deciding how we hold and use personal information about you when you apply to work with us. This privacy notice makes you aware of how and why your personal data will be used during the recruitment process, and how long it will usually be retained for.
If you have any questions or concerns about how we process your personal data, please contact the Data Protection Officer at [email protected].
How we collect your information
Most of the personal information we hold about you comes directly from you when you apply for and accept a job. We may get additional information from third parties, such as recruitment agencies, your former employers and background check agencies.
We will not conduct background checks, credit checks, DBS checks or collect references without informing you of this first.
What information do we hold about you?
During the recruitment process 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 online application, including name, address, telephone number, personal email address, education history, qualifications and employment history.
- Any information you provide to us during the interview process.
- Information obtained from sources other than yourself as set out above.
This may involve us collecting, storing and using the following types of special category data:
- Information about your race or ethnicity, religious or philosophical beliefs, trade union membership, sexual orientation and political opinions.
- Information about your health, including any medical condition, health and sickness records.
- Information about criminal convictions and offences.
Why do we process this information?
We will use the personal information we collect about you to:
- Assess your skills, qualifications, and suitability for the role you have applied for.
- 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.
The lawful bases we use to process your personal data are:
- It is in our legitimate interests to decide whether to recruit you; and
- We need to process your personal information to decide whether to enter into a contract of employment with you.
We use information about disabilities to consider whether we need to provide appropriate adjustments during the recruitment process.
We use information about racial or ethnic origin, religious or philosophical beliefs, disability or sexual orientation to ensure meaningful equal opportunity monitoring and reporting.
Information about criminal convictions
For certain roles, we will process information about criminal convictions. 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 only carry out criminal record checks when we are entitled to do so in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role.
Do you have to provide your data to us?
If you fail to provide information 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 credit 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.
Automated decision-making
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
Data security
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way. Additionally, we limit access to your personal information to those employees and 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 suspected data breaches and will notify you and any regulator of a suspected breach where we are legally required to do so.
Who do we transfer/disclose your personal data to?
We will share your personal information with third parties where required by law, where it is necessary to administer the recruitment relationship with you or where we have another legitimate interest in doing so. Our application support partner is Smart Recruiters and their privacy policy is available via our recruitment website.
All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
These providers may be located outside of the UK and the European Economic Area (EEA). While countries outside of the EEA or the UK may not have data protection laws as stringent as those in the UK, we require all partners and services providers to process your personal data in a secure manner and in accordance with UK requirements.
How long do we keep your personal data?
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 you apply for. 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.
If we would like to retain your personal information on file, on the basis that we might be able to consider you for an opportunity that may arise in future, we will write to you separately, seeking your agreement to retain your personal information for a fixed period for that purpose.
Your rights
Your data protection rights include the right to:
- Access to your personal information.
- Ask us to correct personal information that we hold about you.
- Erasure of your personal information where there is no good reason for us continuing to process it.
- Object to processing of your personal information in certain circumstances.
- 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.
- Request the transfer of your personal information to another party.
If you want to exercise any of these rights, please contact the Data Protection Officer.
You also have the right to lodge a complaint with the data protection regulator. In the UK, the data protection regulator is the Information Commissioner and can be contacted at https://ico.org.uk/.
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