Job Applicants Privacy Notice
Privacy Notice for applicants applying for job vacancies in the EMB Group of companies
1. Policy Statement
1.1 The Board of Directors and management of the EMB Group of companies (“EMB Group”), with headquarters at 5 Merus Court, Meridian Business Park, Leicester, LE19 1RJ is committed to compliance with all relevant UK and EU laws in respect of personal data, and the protection of the “rights and freedoms” of individuals whose information EMB Group collects and processes in accordance with the General Data Protection Regulation (GDPR).
1.2 As part of any recruitment process, the business collects and processes personal data relating to job applicants. The business is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
2. What information does EMB Group collect?
2.1. The business 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 business needs to make reasonable adjustments during the recruitment process;
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.
2.2. The business 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 including online applications and tests.
2.3. The business may also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks.
2.4. Data will be stored in a range of different places, including in your application record, in HR management systems and on other IT systems including email. This data is appropriately protected.
3. Why does EMB Group process personal data?
3.1. The business 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.
3.2. In some cases, the business 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.
3.3. The business 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 business to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. The business may also need to process data from job applicants to respond to and defend against legal claims.
3.4. The business may process information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
3.5. Where the business 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.
3.6. For some roles, the business is obliged to seek information about criminal convictions and offences. Where the business 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.
3.7. If your application is unsuccessful, the business may keep your personal data on file in case there are future employment opportunities for which you may be suited. The business will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.
4. Who has access to data?
4.1. Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment 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.
4.2. The business will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The business will then share your data with former employers to obtain references for you, employment background checks providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.
4.3. EMB Group will not transfer your data outside the European Economic Area.
5. How does EMB Group protect data?
5.1. The business 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. For more information, please see our Data Protection Policy on our website.
6. For how long does EMB Group keep data?
6.1. If your application for employment is unsuccessful, the business will hold your data on file for six months after the end of the relevant recruitment process. If you agree to allow the business to keep your personal data on file, the business will hold your data on file for a further two years for consideration for future employment opportunities. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed.
6.2. 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 an Employee Privacy Notice.
7. Your rights
7.1. As a data subject, you have a number of rights. You can:
access and obtain a copy of your data on request;
require EMB Group to change incorrect or incomplete data;
require the business 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 business is relying on its legitimate interests as the legal ground for processing.
7.2. If you would like to exercise any of these rights, please contact EMB Group by e-mailing: firstname.lastname@example.org
7.3. If you believe that the business has not complied with your data protection rights, you can complain to the Information Commissioner using the following link: https://ico.org.uk/concerns/handling/ .
8. What if you do not provide personal data?
8.1. You are under no statutory or contractual obligation to provide data to the business during the recruitment process. However, if you do not provide the information, the business may not be able to process your application properly or at all.
9. Automated decision making
Recruitment decisions are not based solely on automated decision-making.