Privacy Notice - Recruitment
How we use
your information
The
purpose of this Privacy Notice is to tell you what personal information Direct
Rail Services Ltd collects from you, how and when it may be collected and what
happens to it.
What
information might we collect from you?
- your
name, address and contact details, including email address and telephone
number, date of birth and national insurance 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; and
- Special
category data: equal opportunities monitoring information, including
information about your ethnic origin, sexual orientation, disability, and
religion or belief and health and criminal record
How is it
collected?
The
Company collects this information in a variety of ways. For example, data might
be contained in application forms, or CVs or obtained from other pre-employment
checks such as your passport or other identity documents, or collected through
interviews or other forms of assessment, including online tests.
The
Company will also collect personal data about you from third parties, such as
references supplied by former employers, information from employment background
check providers and information from criminal records checks. The Company will seek information from third
parties only once a conditional job offer has been made and will inform you
that it is doing so.
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 we
collect and use your information
The Company 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
Direct Rail Services Ltd to manage the recruitment process, assess and confirm
a candidate's suitability for employment and decide to whom to offer a job.
The
Company needs to process data to take steps at your request prior to entering
into a contract with you. It also needs to process your data to enter into a
contract with you.
The
company will not use your data for any purpose other than the recruitment of
the position for which you have applied.
We
collect and use your information for a number of reasons these include:
· to assess whether you meet the criteria required for the job/s
· to
communicate with you throughout the process
· to
comply with its legal obligations. For example, it is required to check an applicant's
eligibility to work in the UK
· for
equal opportunities monitoring of special categories of data, such as
information about ethnic origin, sexual orientation, health or religion or
belief.
· to
make reasonable adjustments to the recruitment process for candidates who have
a disability. This is to carry out its obligations and exercise specific rights
in relation to employment.
· to
process data from job applicants to respond to and defend against legal claims.
· The
company is required to seek information about criminal convictions and
offences. Where the organisation seeks this information, it does so because it
is necessary for it to carry out its obligations and exercise specific rights
in relation to employment/comply with a regulatory requirement to establish
whether or not an individual has committed an unlawful act or been involved in
dishonesty or other improper conduct.
Whilst the majority of information we ask you to provide
is essential to perform our contract of employment with you or to comply with
the law, some of it is provided to us on a voluntary basis. In order to comply
with data protection legislation, we will inform you whether you are required
to provide certain information to us or if you have a choice in this.
Storing this
information
The
personal information you enter on to our website is managed by you as the
account holder and any updates to your information can be made via your
account. Should there be a period of
inactivity on your account after a period of 6 months your account will be
deactivated and all data will be deleted.
When you
apply for a job but are not successful, we will hold your personal information
for the following periods:
1 month
if unsuccessful at shortlisting or withdraw from the process prior to
assessment/interview
6 months
if unsuccessful following assessment/interview
6 months
if unsuccessful following pre-employment checks or you withdraw from the
process
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 will be
provided to you 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 the recruitment process. However, if you do not provide the information,
the company may not be able to process your application properly or at all. If
your application is successful, it will be a condition of any job offer that
you provide evidence of your right
to work in the UK, identification documents, attend a medical (if applicable) and
provide satisfactory
references.
You
are under no obligation to provide information for equal opportunities
monitoring purposes and there are no consequences for your application if you
choose not to provide such information.
Automated decision-making
Some
of the company's recruitment processes are based solely on automated
decision-making. For example if the job role requires a UK driving licence the
system automatically rejects applications that do not have the mandatory
requirements to progress. This doesn’t
preclude candidates from applying for other vacancies.
Who we share
your information with
Where necessary or required we share information with:
· a small number of external Companies to ensure pre-employment checks can be
undertaken – medicals, security clearance
· internal departments such as Security, Finance, Admin, ICT to ensure
employment can commence
·
prospective employers where you have given your consent for them to request
a reference from us
Why we share
this information
We do not share information about you with anyone without consent unless the law, our policies or your contract of employment allow
us to do so.
Data
collection requirements
We do not process your information with countries outside of the UK or
European Economic Area (EEA) without the safeguards being in place that are
equivalent to the UK Data Protection legislation or the General Data Protection
Regulations (GDPR).
Most of the information we collect from you is stored on servers that are
owned and maintained by Direct Rail Services within the EEA.
Requesting
access to your personal data
Under data protection legislation, you have the right to request access to
information about you that we hold. To make a request for your personal
information, contact the Data Protection Officer at dpo@drsl.co.uk
You also have the right to:
·
object to processing of personal data that is likely to cause, or is
causing, damage or distress
·
prevent processing for the purpose of direct marketing
·
object to decisions being taken by automated means
·
in certain circumstances, have inaccurate personal data rectified, blocked,
erased or destroyed; and
·
claim compensation for damages caused by a breach of the Data Protection
regulations.
If you have a concern about the way we are collecting or using your
personal data, we ask that you raise your concern with us in the first
instance. Alternatively, you can contact the Information Commissioner’s Office
on 0303 123 1113.
Further
information
If you would like to discuss anything in this privacy notice, please
contact: dpo@drsl.co.uk or call 01228 406671