1. About this notice
1.1. This notice informs individuals applying for jobs or assignments with us about the personal data that we propose to hold relating to them; how they can expect their personal data to be used and for what purposes.
1.2. It applies to candidates applying to gain employment or assignments with myHRdept directly and to candidates applying for vacancies placed with myHRdept by its clients (with myHRdept acting as a recruiter for the client.)
1.3. myHRdept is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. You are being sent a copy of this privacy notice because you are applying for work with us or for a vacancy that we are managing on behalf of one of our clients. It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation (GDPR).
2. What you (the candidate) need to do
2.1. Please read this document carefully and if you accept the terms of it, please sign the document at the end returning one copy to us at The Peacock Conservatory, Weir Bank, Monkey Island Lane, Bray, SL6 2ED or via email on firstname.lastname@example.org.
3. Data protection principles
3.1. We will comply with data protection law and principles, which means that your data will be:
3.1.1. Used lawfully, fairly and in a transparent way.
3.1.2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
3.1.3. Relevant to the purposes we have told you about and limited only to those purposes.
3.1.4. Accurate and kept up to date.
3.1.5. Kept only as long as necessary for the purposes we have told you about.
3.1.6. Kept securely.
4. The kind of information we hold about you
4.1. In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
4.1.1. The information you have provided to us in your curriculum vitae and covering letter.
4.1.2. If applicable, the information you have provided on our application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications.
4.1.3. Any information you provide to us during an interview.
4.1.4. If applicable the results of any skills based tests.
4.2. We may also, but only if absolutely necessary and relevant to the job, collect, store and use the following “special categories” of more sensitive personal information:
4.2.1. Information about your health, including any medical condition, health and sickness records.
4.2.2. Information about criminal convictions and offences.
6. How we will use information about you
6.1. We will use the personal information we collect about you to:
6.1.1. Assess your skills, qualifications, and suitability for the role.
6.1.2. Carry out reference checks.
6.1.3. Communicate with you about the recruitment process.
6.1.4. Keep records related to our hiring processes.
6.1.5. Comply with legal or regulatory requirements.
6.2. It is in our legitimate interests to decide whether to appoint you to role as it would be beneficial to our business or our clients to appoint someone to that role.
6.3. We also need to process your personal information to decide whether to enter into a contract of employment with you or to pass your details on to our clients’ to progress your application.
6.4. Having received your CV and covering letter or your application form and the results from any applicable test, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview(s), we will use the information you provide to us at the interview(s) to decide whether to offer you the role. If we decide to offer you the role, we will then take up references and if applicable carry out a criminal record check before confirming your appointment with us or on behalf of our clients.
7. If you fail to provide personal information
7.1. If you fail to provide information when requested, 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 references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
8. How we use particularly sensitive information
8.1. We will use your particularly sensitive personal information in the following ways:
8.1.1. We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview.
9. Information about criminal convictions
9.1. We may, if the role requires it, process information about criminal convictions.
9.2. If necessary, 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 are entitled to carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. In particular:
9.2.1. We may be legally required by a regulated body to carry out criminal record checks for those carrying out certain roles such as working with children or vulnerable adults.
9.2.2. Your role may be one which is listed on the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 and is also specified in the Police Act 1997 (Criminal Records) Regulations so is eligible for a standard or enhanced check from the Disclosure and Barring Service.
9.2.3. The role may require a high degree of trust and integrity as it may involve dealing with high cash value goods, taking cash itself or attending client premises and so we may ask you to seek a basic disclosure of your criminal records history.
9.3. Our Data Protection Policy describes safeguards which we are required by law to maintain when processing such data.
10. Automated Decision Making
10.1. You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making. If in future we employ ADM you can opt out by emailing email@example.com.
11. Data Sharing
11.1. Why might you share my personal information with third parties? We will only share your personal information with third parties once you have accepted an offer of employment and then only for the purposes of processing your application. This could include arranging a DBS check and collecting references. Once an offer of employment has been accepted the myHRdept Privacy Notice for employees etc. will apply or, in the case of your joining one of our clients their own notice will apply.
11.2. When applying for a vacancy we are recruiting for on behalf of one of our clients we will need to share all relevant information relating to your application if we shortlist you for the role. If you object to our sharing information you should indicate your objection in the consent box below.
11.3. Our clients are under a separate obligation to take appropriate security measures to protect your personal information in line with their own policies and the requirements of the legislation.
11.4. 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
12. Data Security
12.1. Our Data Protection Policy describes measures we take to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other 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. Details of these measures may be obtained from our Data Protection Policy which can be found on our website.
12.2. The Data Protection Policy describes our procedures to deal with any suspected data security breach, under which we will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
13. Data Retention
13.1. How long will you keep my information for? We will retain your personal information for a period of 6 months after we have communicated to you our decision about whether to appoint you to the role. 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 or applicable laws and regulations.
13.2. If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period of 12 months on that basis.
14. Rights of access, correction, erasure and restriction
14.1. Under certain circumstances, by law you have the right to:
14.1.1. Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
14.1.2. Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
14.1.3. Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
14.1.4. Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
14.1.5. Request the restriction of processing of your personal information. This enables you to 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.
14.1.6. Request the transfer of your personal information to another party.
14.2. If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact myHRdept in writing at firstname.lastname@example.org.
15. Right to withdraw consent
15.1. When you applied for a role with us (or via us in the case of client vacancies) you provided consent for us to process your personal information for the purposes of the recruitment exercise, on the date you submitted your application.
15.2. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact myHRdept by email at email@example.com. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.
16. Data Protection Specialist
16.1. Our Managing Director oversees compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact us at firstname.lastname@example.org. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.
I,____________________________________________________ (the candidate), acknowledge that I received a copy of myHRdept’s Candidate Privacy Notice and that I have read and understood it.
NOTES OF EXCEPTION: Record any special requirements you have of us in connection with this policy below: