Job application privacy notice

As part of any recruitment process, Augean collects and processes personal data relating to job applicants. Augean is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information may we hold about you?

Augean collects a range of information about you as part of the recruitment process.  This includes the following:

·    Your name, address, contact details, including email address, telephone number, DOB (if supplied by you) or any other contact details

·    Details about your qualifications, skills, experience and employment history;

·    Type of employment sought, salary details, willingness to relocate, or other job preferences;

·    How you heard about the position;

·    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;

·    ID documents, for example passport, driver licence, proof of address and NI number;

·    Rehabilitation of offender’s declaration form if applicable;

·    Names and contact information of referees, CV, cover note/email, interview notes;

It is your responsibility to provide consent to referees to allow them to provide us with any relevant personal information about you.  Augean may collect the above information in a variety of ways. For example, data may be contained in applications forms, CV’s, obtained from your 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 or character references.  We will seek information from third parties only once a conditional job offer to you has been made and will inform you that we are doing so.

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.

What we do with your information and with whom might we share it

All personal information obtained is used to ensure employees recruited into Augean are aligned with our company’s vision and values and is consistent with all regulatory data protection standards and requirements.  

Within our organisation, information about an individual is only ever shared to the extent that this is necessary for the effective delivery of the service. Information about employees is only shared with their clear agreement, e.g. when providing a reference, and on a strictly “need to know” basis. Occasionally, and by exception, it may be necessary to share personal information with particular external organisations for specific reasons relating to recruitment/employment in line with the purposes outlined above, for example if/when we are required by law to provide certain information, e.g. to assist with a criminal investigation or as part of an employment law claim. Having said this, even when we are required to provide a governing body with information – such as to meet legal and/or regulatory requirements as part of an employee criminal investigation – we will at all times seek consent first, if possible, and ensure that any forwarded information is treated in strict confidence. Personal information is not used for any other purpose, including for marketing, unless express consent is sought in advance.  

Why does Augean process personal data?

Augean sources personal information from or about employees including prospective employees for the purposes of recruitment and employment and in general to manage the employment relationship. As the employer, we need to process personal data about an employee during recruitment, during their employment with us, and following the termination of their employment. We will use this data to decide whether to employ a person, check the employee has the right to work in the UK, check whether the applicant has any past criminal convictions or offences to the extent that we are legally obliged to do so, decide what salary and other terms to offer the employee, and then administer the ongoing contract between the company and the employee including, for example, managing their performance and conduct, making reasonable adjustments if they have a disability, paying the employee correctly, etc. We may also need to process data from job applicants to improve our recruitment process and respond to and defend against legal claims as necessary. We will not use your data for any purpose other than the recruitment exercise for which you have applied. Confirmation of the specific personal employee data processed by the Company is provided and available to employees on recruitment and during employment.

If your application is unsuccessful, the organisation will keep your personal data on file in case there are future employment opportunities for which you may be suited.  Augean will ask for your consent before we keep your data for this purpose and you are free to withdraw your consent at any time.

How does Augean protect data?

Augean has a range of policies that enable us to comply with all data protection regulations and requirements.  Foremost are:

•    Data Protection Policy

•    Privacy Policy

•    Confidentiality Agreement

•    Recruitment and Selection policies

•    Employee Handbook

For how long does Augean keep data?

If your application for employment is unsuccessful, the organisation will hold your data on file for 6 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 a further 6 months for consideration for future employment opportunities.  At the end of that period, or once you withdraw your consent, your data will be deleted or destroyed. You will be asked when you submit your CV or application form whether you give us consent to hold your details for 6 months in order to be considered for other positions.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your Human Resources file (electronic) and retained during your employment.  The period for which your data will be held once your employment becomes terminated by either party would be for 6 years from your departure date.

Your rights

Augean recognises the following rights for individuals, as outlined in the GDPR:

1.  The right to be informed.  Individuals have the right to be informed about the collection and use of their personal data.

2.  The right of access.  Individuals have the right to access their personal data and to be aware of and verify the lawfulness of the processing.

3.  The right to rectification.  Individuals are entitled to have inaccurate personal data rectified, or completed if it is incomplete.

4.  The right to erasure.  Individuals are entitled to have personal data erased.

5.  The right to restrict processing.  Individuals have the right to request the restriction or suppression of their personal data.

6.  The right to data portability.  Individuals are allowed to obtain and reuse their personal data for their own purposes across different services.

7.  The right to object.  Individuals have a right to object to the processing of their personal data as outlined in Article 21 of the GDPR.

8.  Rights in relation to automated decision making and profiling.  As outlined in Article 22 of the GDPR.

9.  The right to be notified of a data security breach involving data that might affect the subject.

Access to your information (Subject Access Request)

There are procedures in place to enable any employee whose personal information we hold to access to their information on request. This right to access includes both the information itself and any uses which we might have made of the information.  You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please contact us at the office address shown at the end of this document. Alternatively, please phone us on 01937 519797.  We also endeavour to make sure any personal information we hold is kept up to date. Please contact us if you wish to update, correct or remove any of your information.

All employees have the right to review the information that the Company holds about them, with some exceptions.  If an employee wishes to make a 'subject access request' they should write to the Group Head of HR. The Company will usually respond within one month.  If the request is complex the timescale for a response may be extended by up to two months.  Where this is the case, we will advise the employee of this within one month of receiving their request and explain why we need more time. No charge will usually be made for a response to a subject access request. If an employee receives a subject access request from another member of staff they should immediately forward it to the Group Head of HR.

Changes to this Privacy Notice

This Privacy Notice may be adjusted from time to time. Augean reserves the right to modify or amend this Privacy Notice at any time.  The effective date of this Privacy Notice is displayed at the beginning of the notice. Please check back periodically and especially before you provide any personally identifiable information.

Contacting Us

Please feel free to ask us any questions concerning our Privacy Notice, to request any access or changes to the information we hold about you.  Please send any requests to the address below: