DLRC Limited: Job Application Privacy Notice
Data controller: Dianne Lee, DLRC, Suite 201, The Nexus Building, Broadway, Letchworth Garden City, Herts, SG6 3TA
As part of any recruitment process, DLRC 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, including benefit entitlements
- whether or not 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
- information about your eligibility to drive
The organisation may collect 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.
DLRC may also collect personal data about you from third parties, such as references supplied by former employers after an offer has been accepted.
Data will be stored in a range of different places, including on your application record, in payroll management systems and on other IT systems (including email).
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 may also need 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.
The organisation may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. It may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. The organisation processes such information 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.
Who has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes 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.
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 may then share your data with former employers to obtain references for you and employment background check providers to obtain necessary background checks. If your application for employment is successful, your data will also be shared with our HR Consultant.
Your data may be transferred outside the European Economic Area (EEA) for business development purposes with clients e.g. copy of employee CVs requested as part of a request for proposal. Data is transferred outside the EEA on the basis of declaration of adequacy, binding corporate rules or other safeguards.
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. DLRC laptops and cloud-based storage systems are encrypted. Restrictions are set within the system to allow access to personal data by only the necessary personnel.
For how long does the organisation keep data?
If your application for employment is unsuccessful, the organisation will hold your data on file for up to 12 months after the end of the relevant recruitment process. 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 personnel file and retained during your employment and for a further retention period of up to 25 years to comply with Good Clinical Practice e.g. training file. 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.
- 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
If you would like to exercise any of these rights, please contact firstname.lastname@example.org.
If you believe that the organisation has 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.
No automated decision-making is used in our recruitment process.