Job Applicant Privacy Notice
Data controller: The Bedford College Group (Registered as: Bedford College), Cauldwell Street, Bedford MK42 9AH
Data Protection Officer: Madelaine Govier, Data Protection Officer – firstname.lastname@example.org
As part of any recruitment process, the organisation collects and processes personal data relating to job applicants (includes workers, contractors and volunteers). Theorganisationiscommittedtobeingtransparentabouthowitcollectsandusesthat data and to meeting its data protectionobligations.
What information does the organisation collect?
The organisation collects a range of information about you. This includes:
- yourname,addressandcontactdetails,includingemailaddressandtelephone number;
- details of your qualifications, skills, experience and employmenthistory;
- whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitmentprocess;
- information about your entitlement to work in the UK;and
- equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, gender identification, health, and religion orbelief.
Theorganisationcollectsthisinformationinavarietyofways.Forexample,datamight becontainedinapplicationformsorCVs,obtainedfromyourpassportorotheridentity documents, or collected through interviews or other forms of assessment.
The organisation will 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. The organisation will seekinformationfromthirdpartiesonlyonceajoboffertoyouhasbeenmadeandwill inform you that it is doing so.
Datawillbestoredinarangeofdifferentplaces,includingonyourapplicationrecord, in HR management systems and on other IT systems (includingemail).
Why does the organisation process personal data?
Theorganisationneedstoprocessdatatotakestepsatyourrequestpriortoentering into a contract with you. It also needs 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 recruitmentprocessandforkeepingrecordsoftheprocess.Processingdatafromjob 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. Theorganisationmayalsoneedtoprocessdatafromjobapplicantstorespondtoand defend against legal claims.
Where the organisation relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of employees or workers and has concluded that they are not.
The organisation processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation toemployment.
Where the organisation 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 only.
The organisation is obliged to seek information about criminal convictions and offences. Where the organisation 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.
Who has access to data?
Yourinformationwillbesharedinternallyforthepurposesoftherecruitmentexercise. 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 theirroles.
Theorganisationwillnotshareyourdatawiththirdparties,unlessyourapplicationfor employmentissuccessfulanditmakesyouanofferofemployment.Theorganisation will then share your data with former employers to obtain references for you, employmentbackgroundcheckproviderstoobtainnecessarybackgroundchecks,the Disclosure and Barring Service to obtain necessary criminal records checks and an occupational health provider to obtain pre-placement healthscreening.
The organisation will not transfer your data to countries outside of the United Kingdom.
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 ordisclosed,andisnotaccessedexceptbyouremployeesintheproperperformance of theirduties.
For how long does the organisation keep data?
Ifyourapplicationforemploymentisunsuccessful,theorganisationwillholdyour job application data on file for 6 months after the end of the relevant recruitmentprocess.
Where you have provided consent and signed up for a candidate account and job alerts the account information will be retained until consent is revoked.
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.
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data onrequest;
- require the organisation to change incorrect or incompletedata;
- require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes ofprocessing;
- object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing;and
- asktheorganisationtostopprocessingdataforaperiodifdataisinaccurateor thereisadisputeaboutwhetherornotyourinterestsoverridetheorganisation's legitimate grounds for processingdata.
- Prevent processing for the purposes of directmarketing.
If you would like to exercise any of these rights, please contact the Data Protection Officer.
A subject access request can be made using the form that is available College Group website; https://bedfordcollegegroup.ac.uk/data-protection.
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?
Youareundernostatutoryorcontractualobligationtoprovidedatatotheorganisation during the recruitment process. However, if you do not provide the information, we will not be able to process your application.
You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences, if you choose not to provide such information.