Recruitment Privacy

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As part of any recruitment process, the organisation 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:
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your name, contact details, including email address and telephone number;
details of your qualifications, skills, experience and employment history;
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; and
limited health data due to the risks of working with insects.

The organisation collects 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.
Data will be stored in a range of different places, including on your application record, in HR 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 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 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 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 to employment.
The organisation will not use your data for any purpose other than the recruitment exercise for which you have applied.
If your application is unsuccessful, the organisation will not keep your personal data on file unless your expressed consent is given.
Who has access to data?
Your information will 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.
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.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your
personnel file. The periods for which your data will be held will be provided to you in a new privacy notice.
The organisation will not transfer your data outside the European Economic Area.

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.
Your rights
As a data subject, you have a number of rights. You can:

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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; and
ask the organisation to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your
interests override the organisation's legitimate grounds for processing data.

You can make a subject access request by completing the organisation's form for making a subject access request.]
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.
Automated decision-making
Recruitment processes are not based solely on automated decision-making.



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