As part of our candidate application and recruitment process John Smedley Ltd (“the Company”) collects, processes and stores personal information about you. We process this information for a range of purposes relating to the recruitment process and this may include your application, assessment, pre-employment screening, and your worker permissions. This document sets out: • Why we collect your personal information; • What information is collected; • How it is processed within the recruitment process. Throughout this Privacy Notice we use the term “processing” to cover all activities involving your personal information, including collecting, handling, storing, sharing, accessing, using, transferring and disposing of the information.
Why do we collect your personal information?
In order to manage your application, we need to process certain personal information about you. The purposes for this are set out below. We only process your information as necessary for the purposes of progressing your application or as required by law or regulatory requirements, so not all of the purposes set out below will apply to you all of the time.
• Any written Application form, covering letter, CV, name, address, employment history, academic and professional qualifications, age, diversity (i.e. gender. ethnicity, disability, sexual orientation ), nationality.
• Assessment: CV, psychometric tests (such as a situational judgement test, ability or personality test), interview (face to face, telephone or video), behavioural assessments (such as a role play, group exercise or presentation), technical assessments;
What personal information might we process?
Here are some examples of the type of information we may process. There’s a full list in the schedule at the end of this notice.
• Personal details such as name, address, date*and place of birth* (*only after job offer is made);
• Work history/job data; previous employers, positions, dates, etc.
• Compensation; basic salary, benefits, bonuses, etc.;
• Education and work history including professional qualifications and skills;
• Employer feedback / references* (*only after job offer is made)
• Nationality / visa / right to work permit information; (e.g. passport, driving licence, National Insurance numbers - only after job offer is made)
• Photographs and images contained on CVs or from on site CCTV;
• Results of Pre employment screening checks (eg Health)
• Assessment results e.g. Psychometric assessment results, results from video or telephone assessment
• Details about you from Agencies who have supplied your information to us.
During the process we also capture some sensitive personal data about you (e.g. disability information but normally this is post appointment so only if this information is offered at recruitment stage). We do this in order to make reasonable adjustments to enable our candidates to apply for jobs with us, to be able to take online/telephone assessments, to attend interviews/assessment centre and to ensure that we comply with regulatory obligations placed on us with regard to our hiring.
Who do we share your personal information with?
The Company will need to share your personal information internally in the country where you may work and may require to share it with some external parties or associates of the company. Your information will only be shared if it is necessary or required (for example in order to carry out Pre-employment screening).
The recruitment process will involve:
• Assessing and progressing your application,
• Assessing your suitability (skills, strengths, behaviours for the role)
• Activities needed to complete the recruitment and selection process should your application be successful.
To enable these processes your personal information may be shared internally, but the information shared is limited to what is required by each individual to perform their role in the recruitment process.
Your personal information may be shared internally with the following people:
• Those employees who would have managerial responsibility for you or are acting on their behalf;
• Employees in HR who have responsibility for certain HR processes (for example reception, recruitment, assessment, pre-employment screening);
• Employees in IT and system owners who manage user access;
• Health and Safety and site security personnel
The company may also need to share your information with certain external third parties including:
• Companies who provide candidate interview and assessment services to the Company
• Academic institutions Universities, colleges, etc.) in validating information you’ve provided* (*only after job offer is made)
• Other third-party suppliers (or potential suppliers), who provide services on our behalf.
How do we protect your information?
Our HR and Recruitment systems are protected to ensure that unauthorised or unlawful processing of personal information, accidental loss or destruction of, or damage to, personal information does not occur in line with Company Data Security procedures. Where we share information, we require third party suppliers or recipients of personal information to guarantee the same level of protection as provided by the company. Your personal information will be retained for a maximum of 3 months post interview should you be unsuccessful in gaining a position with the company after which time it will be destroyed securely. If you are successful in gaining the position, all information collected as part of the recruitment process will be stored manually on your personal file which may be made electronic in the future.
You are entitled to see the info
rmation the Company holds about you. You can also request changes to be made to incorrect information. You can ask for information to be deleted or destroyed if you legitimately think that the Company shouldn’t be processing that information or that we are processing it incorrectly. If you have any queries about this notice or your personal information generally, including questions about accessing your personal information or correcting it, you should contact the HR & Training Manager in the first instance. Alternatively, there is information available on our website about accessing your personal information, please search for “subject access request”.
It is your responsibility to ensure your personal information is up to date so that accurate application records can be maintained.
As part of the Selection process, once a position is offered, we will ask for a Health Declaration to be completed. If any health issue is identified that is relevant and affects your ability to carry out your role, we may ask for you to attend an Occupational Health appointment.
The company’s entitlement to process your personal information is governed by a number of processing conditions. This means that we may rely on more than one of these conditions in order to process elements of your personal information throughout the recruitment process.
• We will process your personal information in the administration of your application.
• We will also process your personal information where it is required by law or regulation or it is in the legitimate interests of the applicant or the Company. This processing will always be fair and lawful and will at all times comply with the principles of applicable privacy laws in the country where you have applied to be employed.
• During the course of your application it may also be necessary for the Company or its suppliers to process your sensitive personal information eg health information post employment offer. This processing will be carried out on the as well as your express consent which is captured as part of the recruitment process.
Schedule 1: Full list of information we may process
• Name, work and home contact details
• Date and place of birth
• Education and work history
• Individual demographic information in compliance with legal requirements (such as marital status, national identifier, passport/visa information, nationality, citizenship, military service, disability, work permit, date and place of birth or gender)*
• Health issues requiring adaptations to working environment*
• Job title, grade and job history
• Employment contract related information (including compensation, location, hours of work and so on)
• Reporting and managerial relationships
• Leaves of absence (such as maternity leave, sickness absence)*
• Disciplinary / grievance records
• Time and attendance details
• Bank account details for salary payment purposes
• Skills and qualifications
• Training history and plans
• Results of original and ongoing employee screening, where relevant
• Details provided in relation to Conduct policies (such as conflicts of interest, trade body membership and so on)*
• Health & safety incidents, accidents at work and associated records
• Building CCTV images
• Audio recordings of telephone interviews
• Video recordings of interviews
• Notes from face to face interviews
• Psychometric test results and associated reports
• Results from behavioural assessments (e.g. Assessment Centre exercises)
• Results from technical assessments
* These categories of information might potentially include some sensitive personal information. Sensitive personal information is not routinely collected about all applicants, it may be collected where the company has a legal obligation to do so, or if you choose to disclose it to us during the course of your relationship with the company