As part of any recruitment process, the Outset Group collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.
What information do we collect?
We collect 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 we need to make reasonable adjustments during the recruitment process
- information about your entitlement to work in the UK
We 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 tests.
We 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. We will 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 on your application record, in HR and recruitment management systems and on other IT systems (including email).
Why do we process personal data?
We need to process data to take steps at your request prior to entering into a contract with you. We may also need to process your data to enter into a contract with you.
In some cases, we need 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.
We have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us 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.
We may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. We may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. We process such information to carry out our obligations and exercise specific rights in relation to employment.
For some roles, we are obliged to seek information about criminal convictions and offences. Where we seek this information, we do so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, we may keep your personal data on file in case there are future employment opportunities for which you may be suited. We will ask for your consent before we keep your data for this purpose and you are free to withdraw your consent at any time.
Who has access to data?
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.
We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with your former employers to obtain references for you, employment background check providers to obtain necessary background checks and if necessary the Disclosure and Barring Service to obtain necessary criminal records checks.
We will not transfer your data outside the UK unless:
- we ensure that the transfer is to a country approved by the Secretary of State of the United Kingdom (under Article 45 of UK GDPR) as providing adequate protection; or
- there are (under Article 46 UK GDPR) appropriate safeguards in place; or
- one of the derogations for specific situations in Article 49 UK GDPR applies to the transfer.
How do we protect data?
For how long do we keep data?
If your application for employment is unsuccessful, we will normally hold your data on file for 6 months after the end of the relevant recruitment process. If you were interviewed and/or agree to allow us to keep your personal data on file, we will hold your data on file for a further 2 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.
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 a new internal 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 us to change incorrect or incomplete data
- Require us 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 we are 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 or call 01622 759900.
If you believe that we have 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 us during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.
Some of our employment decisions are based solely on automated decision-making. Automated decision-making is used to screen applicants against roles for employment including rights to work, driving licence data or qualifications/experience necessary. Responses to these can then affect further progression in the application process
Data controller: The Outset Group, Vinters Business Park, New Cut Road, Maidstone, Kent ME14 5NZ. The Outset Group includes Outset Limited and its subsidiary company UK Health, Safety & Environmental Training Ltd.
To contact us about Recruitment Privacy contact our Privacy & Data Compliance Team by:
Write: Privacy & Data Protection Compliance Team,Vinters Business Park, New Cut Road, Maidstone, Kent ME14 5NZ.
Date Issued: 14th March 2022