Introduction
As part of any recruitment process, L. Hunt & Sons Limited collects and processes personal data relating to job applicants. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information do we collect?
L. Hunt & Sons Limited collects a range of information about you. This includes:
· your name, address and contact details, including email address and telephone number
· your date of birth
· details of your driving licence, qualifications, skills, experience and employment history
· 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.
L. Hunt & Sons Limited may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your driving licence, 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 a driving licence verification from the DVSA.
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 L. Hunt & Sons Ltd process personal data?
We need to process 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 its legal obligations. For example, it is mandatory to check a successful applicant's eligibility to work in the UK before employment starts.
L. Hunt & Sons Limited 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.
L. Hunt & Sons Limited 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, L. Hunt & Sons Limited 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 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 may have to share your data with third parties, including third-party service providers such as the DVSA. We require third parties to respect the security of your data and to treat it in accordance with the law.
We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.
All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
How does L. Hunt & Sons Limited protect 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 does L. Hunt & Sons Limited keep data?
If your application for employment is unsuccessful, the organisation will hold your data on file for 6 (six) months after the end of the relevant recruitment process. If you agree to allow us to keep your personal data on file, we will hold your data on file for this period 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 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
As a data subject, you have a number of 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 L. Hunt & Sons is relying on its legitimate interests as the legal ground for processing.
If you believe that the organisation has not complied with your data protection rights, 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. You can call on 0303 123 1113, or contact them via email - https://ico.org.uk/global/contact-us/email/ or write to them at their address:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to L. Hunt & Sons Limited 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.
SK9 5AF