JOB APPLICANT PRIVACY NOTICE
We are Photon Force Ltd (Photon Force), a company incorporated in Scotland with registered number SC501215 and having our registered office address at Murchison House, 10 Max Born Crescent, Edinburgh, Scotland, EH9 3BF. Photon Force is a controller for the purposes of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27th April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (General Data Protection Regulation) as it forms part of the law of England and Wales, Scotland and Northern Ireland by virtue of section 3 of the European Union (Withdrawal) Act 2018 (the UK GDPR), the Data Protection Act 2018 and related data protection legislation. As part of any recruitment process, Photon Force collects and processes personal data relating to job applicants. Photon Force is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations. In this privacy notice, we explain what personal data Photon Force processes and for what purposes. If you have any questions about the contents of the privacy notice, you can contact Photon Force at firstname.lastname@example.org.
What information does Photon Force collect?
In the recruitment process, Photon Force 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 from interviews and phone-screenings you may have;
- information about your current level of remuneration, including benefit entitlements;
- whether or not you have a disability for which Photon Force needs to make reasonable adjustments during the recruitment process; and
- 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. We may also collect personal data about you from third parties, such as references supplied by former employers and information from employment background check providers. Data will be stored in a range of different places, including on your application record, in our recruitment management system, and on other IT systems including email.
Why does Photon Force process personal data?
Photon Force collects and processes your data for a number of purposes and where we have a legal basis to do so, as follows. Photon Force 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 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. 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. Photon Force may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. It 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, Photon Force may be obliged to seek information about criminal convictions and offences. Where we seek this information, it does so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment. Photon Force will not use your data for any purpose other than the recruitment exercise for which you have applied. If your application is unsuccessful, Photon Force may keep your personal data on file in case there are future employment opportunities for which you may be suited. We will keep your records on file for 2 years after the vacancy is filled. You are free to withdraw your consent for your data being kept for this purpose at any time. To do so, please email email@example.com.
Who has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR 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. Photon Force shares your data with our third-party recruitment management software, Recruitee, which has safeguards in place for all applicant data. If your application is successful and we make you an offer of employment, we will then share your data with former employers to obtain references for you and employment background check providers to obtain necessary background checks. In addition, we may need to share your personal information with a regulator or otherwise to comply with the law.
How does Photon Force protect data?
Photon Force 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.
How long does Photon Force keep data?
If your application for employment is unsuccessful, the Company will hold your data on file for 6 months after the end of the relevant recruitment process. Photon Force will hold your data on file for a further 18 months 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 employee 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; and
- object to the processing of your data where we are relying on legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact firstname.lastname@example.org. If you believe that Photon Force 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 Photon Force during the recruitment process. However, if you do not provide the information, Photon Force may not be able to process your application.