Job applicant privacy notice (compliant with the GDPR)
Data controller:
Boss Controls Ltd. 51 Bishopric, Horsham, West Sussex RH12 1QJ.
Data protection manager:
Boss Controls Ltd collects and processes personal data relating to job applicants as part of any recruitment process. The Company is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does Boss Controls collect?
The Company 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 the organisation needs to make reasonable adjustments during the recruitment process.
- Information about your entitlement to work in the UK.
The Company may collect this information in various 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, including online tests.
The Company will seek information from third parties only once a job offer has been made to you and will inform you that it is doing so.
Data will be stored in various places, including your application record, HR management systems, and other IT systems (including email).
Why does Boss Controls process personal data?
The Company needs to process data to take steps at your request before entering into a contract. It may also need to process your data to enter into a contract.
Sometimes, the Company needs to process data to ensure it complies 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 Company has a legitimate interest in processing personal data during the recruitment process and keeping records of it. Processing data from job applicants allows Boss Controls to manage the recruitment process, assess and confirm a candidate’s suitability for employment, and decide to whom to offer a job. The Company may also need to process data from job applicants to respond to and defend against legal claims.
The Company 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 with disabilities. The Company processes such information to carry out its obligations and exercise specific rights about employment.
The Company must seek information about criminal convictions and offences for some roles. Where we seek this information, it does so because it must carry out its obligations and exercise specific rights about employment.
The Company will not use your data for any purpose other than the recruitment exercise you applied for.
Who has access to data?
Your information may be shared internally for 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 Company will not share your data with third parties unless your application for employment is successful and you are offered employment. The Company will then share your data with former employers to obtain references.
Your data may be transferred outside the European Economic Area (EEA) to aid the overseas recruitment process.
How does Boss Controls protect data?
The Company takes the security of your data seriously. It has internal policies and controls to ensure that your data is not lost, accidentally destroyed, misused or disclosed and is not accessed except by our employees in properly performing their duties.
For how long does Boss Controls keep data?
If your employment application is unsuccessful, the Company will hold your data on file for 6 months after the end of the relevant recruitment process. At the end of that period or once you withdraw your consent, your data is deleted or destroyed.
If your employment application 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 in a new privacy notice.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to the Company during recruitment. However, if you do not provide the information, the Company may not be able to process your application correctly.
Automated decision-making
Recruitment processes are not based solely on automated decision-making.
Your rights
As a data subject, you have several rights. You can:
- access and obtain a copy of your data on request;
- require the Company to change incorrect or incomplete data;
- require the Company to delete or stop processing your data, for example, when the data is no longer necessary for processing; and
- object to the processing of your data where the organisation relies on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact the company’s Data Protection Manager.
If you believe the Company has not complied with your data protection rights, you can complain to the Information Commissioner.