Job Applicant
Privacy Notice
As part of our recruitment
process we collect and process personal data relating to job applicants. We are
committed to being transparent about how we collect and use that data and to
meeting our data protection obligations. This guidance outlines the information
we collect, why we collect it, how we use it, who will have access to it, how
long we will keep it and your rights.
What information do we collect?
We collect a range of information about you. This includes
but is not limited to:
· 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 we need to make reasonable
adjustments during the recruitment process.
·
Information about your entitlement to work in the UK.
·
Equal opportunities monitoring information, including information about your
ethnic origin, sexual orientation, health and religion or belief. This
information will be used for monitoring purposes only and will not be shared
with anyone.
We collect this information in a variety of ways. For
example, it may be contained in your online application form or on a CV,
obtained from your passport or other identity documents, or collected through
interviews or other forms of assessment, including online tests.
Once a job offer has been made to
you we may also collect personal data about you from third parties, such as
references supplied by former employers, information from our employment
background check provider Credence and information from criminal records
checks. We will of course inform you that we are doing so.
Data will be stored in a range of different places,
including on your application record on our Recruitment Portal, within our HR
management systems and on other IT systems including email.
Why do we process personal data?
In some cases, we need to process data to ensure that we are
complying with our legal obligations. For example, we are required to check a
successful applicant's eligibility to work in the UK before employment starts.
We have 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 process information about
whether or not applicants are disabled to make reasonable adjustments for
candidates who have a disability. This is to carry out our obligations and
exercise specific rights in relation to employment law.
Where we processes other special categories of data, such as
information about ethnic origin, sexual orientation, health or religion or
belief, this is for equal opportunities monitoring purposes.
Some of our roles require us to
seek information about criminal convictions and offences. Where this is the
case, it is because we deem it necessary in order for us to ensure that the
people we employ are fit and proper from both a regulatory (FCA) and client
point of view.
If your application is
unsuccessful, we 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 we keep your data for this purpose and you are free to withdraw
your consent at any time.
Who has access to my data?
Your information may be shared
internally for the purposes of the recruitment exercise. This includes members
of the HR team, interviewers involved in the recruitment process, managers in
the business area with a vacancy, Finance and IT staff if access to the data is
necessary for the performance of their roles.
We will not share your data with
third parties, unless your application for employment is successful and we make
you an offer of employment. We will then share your data with former employers
to obtain references for you, our employment background check provider Credence
to obtain necessary background checks and the Disclosure and Barring Service to
obtain necessary criminal records checks.
We will not transfer your data
outside the European Economic Area unless your application employment is
successful and we make and you accept our offer of employment. Your data may
then be transferred outside the European Economic Area (EEA) but only to
territories that the European Commission has recognised as providing adequate
protection.
How does the organisation protect my 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 the organisation keep my data?
If your application for
employment is unsuccessful, we will hold your data on file for 12 months after
the end of the relevant recruitment process. At the end of that period or once
you withdraw your consent, your data will be deleted.
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 can be found in the HR Data
Retention Policy; a copy of which is available upon request.
What are my rights?
As a data subject, you have a number of rights. You can:
·
Access and obtain a copy of your data on request;
·
Require us to change incorrect or incomplete data;
·
Require we 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 we are relying on its legitimate
interests as the legal ground for processing.
If you would like to exercise any of these rights, please
contact:
HR Team
Amwins Global Risks
22 Bishopsgate
London
EC2N 4BQ
Email: HR@amwinsglobalrisks.com
Telephone: 0207 469 0100
If you believe that we have not complied with your data
protection rights, you can complain to the Information Commissioner.
What if I do not wish to provide personal data?
You are under no statutory or
contractual obligation to provide data to us 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.
Are any decision-making processes automated?
Our recruitment processes are not based solely on automated
decision-making.