What information does Gibson Jones Recruitment as a recruiter and potential employer collect?
Gibson Jones Recruitment collects a range of information about you during the recruitment and employment offer process. This includes:
- your name, gender, home address and contact details, including email address and telephone numbers;
- other information you have stated on your CV including 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 Gibson Jones Recruitment needs to make reasonable adjustments during the recruitment process;
- information about your entitlement to work in the UK; and
- reports from candidate tests conducted as part of the selection process.
We may collect this information in a variety of ways. For example, data might be contained in your CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment including online tests.
We also collect personal data about you from third parties, such as references supplied by former employers and in some cases information from employment background check providers. We will seek information from third parties only once a job offer to you has been made and will inform you that we are doing this.
Data will be stored in a range of different places, including on your application record and on other internal IT systems (including email, and our applicant tracking system).
Why does Gibson Jones Recruitment process personal data?
We need to process data to enable us to assess your application and, where relevant, to prepare to enter into a contract of employment with you.
We need to process data to ensure that we are complying with our legal obligations. For example, we are required to check successful applicant’s eligibility to work in the UK before employment starts.
Gibson Jones Recruitment 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 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 also need to process data from job applicants to respond to and defend against legal claims.
After acceptance of an offer of employment, we also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. We process such information to carry out our obligations and exercise specific rights in relation to employment.
Who has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the our recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy.
Gibson Jones Recruitment will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. Gibson Jones Recruitment will then share your data with former employers to obtain references for you, and if needed employment background check providers to obtain necessary background checks We will not transfer your data outside the European Economic Area.
How does Gibson Jones Recruitment protect data?
Gibson Jones Recruitment 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 example, our IT systems are password protected and access to confidential data is restricted and monitored.
For how long does Gibson Jones Recruitment keep data?
If your application for employment is unsuccessful, Gibson Jones Recruitment will hold your data on file for up to 60 months after the end of the relevant recruitment process. We do this in case other vacancies arise which might be suitable for you, and in case we need to defend any legal claims. After this period, our policy is, in most circumstances, to delete your personal data from our system. This is subject to any legal or regulatory obligation to keep personal data for a longer period. We will also hold your personal data for a longer period if it is required in connection with legal proceedings.
If we would like to retain your data for longer than this we will ask for your consent which you will be able to withdraw at any time.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your HR file and retained during your employment.
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request;
- require Gibson Jones Recruitment to change incorrect or incomplete data;
- request that Gibson Jones Recruitment delete your data where there is no good reason for its continuing to process that data;
- ask us to suspend the processing of your data, for example if you want us to establish its accuracy or the reason for processing it; and
- object to the processing of your data where Gibson Jones Recruitment Ltd. is relying on its legitimate interests as the legal ground for processing and there is something about your particular situation which makes you want to object to processing on this ground.
If you would like to exercise any of these rights, please contact firstname.lastname@example.org
If you believe that Gibson Jones Recruitment has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to Gibson Jones Recruitment during the recruitment process. However, if you do not provide the information, Gibson Jones Recruitment may not be able to process your application properly or at all.
Recruitment processes are not based on automated decision-making