Job Applicant Privacy Notice
Data controllers: Kim Edwards and Matt Condillac
The organisation: HydroGarden Ltd (referred to as HydroGarden)
As part of any recruitment process, HydroGarden collects and processes personal data relating to job applicants. HydroGarden is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does HydroGarden collect?
HydroGarden 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 about your current level of remuneration, including benefit entitlements;
- whether or not you have a disability for which HydroGarden needs to make reasonable adjustments during the recruitment process; and
- information about your entitlement to work in the UK.
HydroGarden may collect this information in a variety of ways. For example, data might be contained in application forms, CVs, obtained from your passport or other identity documents, or collected through interviews, other forms of assessment and your test scores if you attend an interview.
HydroGarden may also collect personal data about you from third parties, such as references supplied by former employers. HydroGarden will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.
Data will be stored in a range of different places, including on your application record, in the company’s HR management system (Kronos) and on other IT systems (including email).
Why does HydroGarden process personal data?
HydroGarden needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you.
In some cases, HydroGarden 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.
HydroGarden 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 HydroGarden to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. HydroGarden may also need to process data from job applicants to respond to and defend against legal claims.
HydroGarden 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. HydroGarden processes such information to carry out its obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, HydroGarden may keep your personal data on file in case there are future employment opportunities for which you may be suited. You are free to withdraw your consent at any time to this data being retained.
Who has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of HR and 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.
HydroGarden will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. HydroGarden will then share your data with former employers to obtain references for you.
HydroGarden will not transfer your data outside the European Economic Area unless you are working outside the EEA and this is necessary for your employment.
How does HydroGarden protect data?
HydroGarden 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 data is stored in a locked filing cabinet in the HR office.
For how long does HydroGarden keep data?
If your application for employment is unsuccessful, HydroGarden will hold your data on file for 2 years after the end of the relevant recruitment process. At the end of that period, 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 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 HydroGarden to change incorrect or incomplete data;
- require HydroGarden to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
- nobject to the processing of your data where HydroGarden is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact HR at firstname.lastname@example.org
If you believe that HydroGarden 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 HydroGarden during the recruitment process. However, if you do not provide the information, HydroGarden may not be able to process your application properly or at all.
Recruitment processes are not based solely on automated decision-making.