Recruiting Privacy Notice
Data Controller: Pickering UK Group
Thank you for your application to Pickering. As part of the new GDPR requirements, we are obligated to advise you of how we store your data following your application and why.
What information does Pickering collect?
As part of our recruitment process, Pickering collects and processes personal data relating to job applicants. This may include:
- 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 Pickering needs 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.
Pickering collects this information in a variety of ways. For example, data might be contained in application forms, CVs, obtained from your passport or other identity documents or collected through interviews or other forms of assessment. 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 does Pickering process personal data?
Pickering needs to process data to take steps at your request prior to entering into a contract with you. In some cases, Pickering needs to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.
Pickering has a legitimate interest in processing personal data during the recruitment process and keeping records of that process. Processing data from job applicants allows Pickering to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. Pickering may also need to process data from job applicants to respond to and defend against legal claims.
When a candidate joins Pickering, we will process health information to determine if we need 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.
Who has access to data?
Your information will 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.
Pickering will not share your data with third parties unless your application for employment is successful and it makes you an offer of employment. Pickering will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks, depending on the role you have been offered. Pickering will not transfer your data outside the European Economic Area.
How does Pickering protect data?
Pickering takes the security of your data seriously. It has 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 Pickering keep data?
If your application for employment is unsuccessful, Pickering will hold your data on file for six months after the end of the relevant recruitment process. 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 personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new Employee 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 Pickering to change incorrect or incomplete data
- Require Pickering to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
- Object to the processing of your data where Pickering is relying on its legitimate interests as the legal ground for the processing
- Ask Pickering to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override Pickering’s legitimate grounds for processing data
If you would like to exercise any of these rights, please contact Amy Hewer, Group HR Manager at amy.hewer@pickeringrelay.com
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to Pickering during the recruitment process. However, if you do not provide the information, Pickering may not be able to process your application properly or at all.
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
Recruitment processes are not based solely on automated decision-making.
Thank you again for your application and for considering Pickering as your employer of choice
