Applicant Privacy Notice
Data controller: South West Highways Limited
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 in order to meet its data protection obligations.
Any reference here to “the Organisation” includes South West Highways Limited as well as all and any subsidiary companies in the UK.
What information do we collect?
South West Highways Limited and its subsidiaries collects and processes a range of information about you.
- 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, where the organisation is required to make reasonable adjustments during the recruitment process; and
- information about your entitlement to work in the UK.
The organisation 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, other identity documents, collected through interviews or via other forms of assessment, including online tests.
The organisation will seek information from third parties only once a job offer has been made to you but it will inform you before doing so.
Data will be stored in a range of different places, such as on your application record, in HR management systems and on other IT systems (including email). Data is stored and disposed in line with retention and disposal procedures.
Why do we process personal data?
The organisation needs to process data to take steps at your request prior to entering 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 on whom to offer a job to. The organisation may also need to process data from job applicants to respond to and defend against legal claims.
The organisation may process special categories of data, such as information about ethnic origin, sexual orientation, 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. The organisation processes such information to carry out its obligations and exercise specific rights in relation to employment.
For some roles, the organisation is obliged to seek information about criminal convictions and offences. Where the organisation seeks this information, it does so because it is necessary to carry out its obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, the organisation may keep your personal data on file in case there are future employment opportunities for which you may be suited. The organisation 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 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.
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. The organisation will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.
The organisation will not routinely transfer your data to countries outside the European Economic Area. Should there be a specific need to do this data will be transferred outside the EEA based on that data going only to countries with a high data security rating, and where there is a specific business reason for sharing that data.
How does the organisation protect data?
The organisation takes the security of your data seriously and has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.
Access to company systems is restricted to those who need the access to carry out their role in managing you or elements of your employment, such as payroll or similar activities.
For how long does the organisation keep data?
If your application for employment is unsuccessful, the organisation will hold your data on file for six months after the end of the relevant recruitment process. If you agree to allow the organisation to keep your personal data on file, the organisations will hold your data on file for a further six 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.
As a data subject, you have several rights. You can:
- 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; and
- object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact the central HR department. If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioners Office https://ico.org.uk/.
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.
Employment decisions are not based on automated decision-making.
Leaving our website
We may, from time to time have external links on our website. If you click on a link to an external site, you will be subject to that organisations privacy policies, not ours.
Privacy notices will be kept relevant and up to date
Last update: 23.05.2018