As part of any recruitment process, The Endeavour Partnership LLP (“Endeavour”, “we”, “us”, “our”) collects and processes personal data relating to job applicants including those applying for current positions, training contracts and work experience placements. In this Privacy Notice, the applicant is referred to as “you”, “your” or similar.
Endeavour is a “data controller” which means we are responsible for deciding how we hold and use personal data about you. This Privacy Notice 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 a retainer for. It also provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (“GDPR”).
Data protection principles
We will comply with data protection law and principles, which means that your data will be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely.
What information do we collect and how do we collect it?
We collect a range of information about you in connection with the recruitment process. This includes:
- your name, address, date of birth, gender and contact details, including email address and telephone number;
- details of your employment history, 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 the organisation needs to make reasonable adjustments during the recruitment process;
- information about your entitlement to work in the UK;
- any information you provide to us during an interview; and
- any other information you provide to us throughout the recruitment process including on your application form and in your CV and covering letter (and the information contained in those documents).
We collect your personal information from the following sources:
- You, the candidate;
- Any recruitment agency involved in the recruitment process;
- credit reference agencies that we may use from time to time;
- the Disclosure and Barring Service in respect of criminal convictions;
- your named referees;
- other publicly accessible sources.
We may collect this information in a variety of ways. For example, personal data might be contained in application forms, CVs, obtained from your passport or other identity documents or collected through interviews or other forms of assessment.
Personal 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 do we process personal data and what do we do with it?
We will use the personal information we collect about you to:
- Assess your skills, qualifications, and suitability for the role;
- Carry out the background and reference checks, where applicable;
- Communicate with you about the recruitment process;
- Keep records related to our hiring processes; and
- Comply with legal or regulatory requirements.
We need to process personal 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, it is mandatory to check a successful applicant’s eligibility to work in the UK before employment starts. Further, we also 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.
As part of the recruitment process, 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 its 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 it keeps your data for this purpose and you are free to withdraw your consent at any time.
Who has access to personal 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 former employers to obtain references for you, employment background checks providers to obtain necessary background checks.
How do we protect personal data?
We take the security of your data seriously. We have 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.
For how long do we keep personal data?
If your application for employment is unsuccessful, the organisation will hold your data on file for up to seven (7) years after the end of the relevant recruitment process. At the end of that period, your data is deleted or destroyed. 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.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your Human Resources file (electronic and paper-based) and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.
Your rights in connection with personal information
Under certain circumstances, by law, you have the right to:
- 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.
- 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.
- 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).
- 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.
- 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.
- Request the transfer of your personal information to another party
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 Martin McKinnell by e-mail at email@example.com.
If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide personal 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.
Data protection officer
We have appointed a data privacy manager to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact Martin Mckinnell by e-mail 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.