Job Applicant Privacy Notice
Purpose:
This Privacy Notice serves to inform you about how we process your personal data when you apply for a position with us, as well as your rights under applicable data protection laws, and how you can exercise such rights.
All references to ‘we’, ‘us’ or ‘the company’ in this Privacy Notice refer to the following organisation:
Just Digital Limited, Kingfisher Way, Hinchingbrooke Business Park, Huntingdon, Cambridgeshire, PE29 6FN.
When you submit a job application to us, we act as the data controller of the personal data processed in relation to your application. This means that we are responsible for deciding how we collect, use and store information about you regarding your application.
Personal data processed as part of your application
Personal data we collect to assess your suitability for the position
As part of the application process, we will only process data that is related to your application. This includes the following (‘Application File Data’):
- Personal Identification Information: includes your first name, last name, title, date of birth, photographic identification.
- Contact Information: your address, email address, and phone numbers.
- Professional Information: employment history, qualifications, CV, cover letter, interview notes, and results from any assessments or tests.
- Any additional personal data which you share with us during the course of email communications.
Should we decide to initiate the process towards concluding an employment contract with you, we will need to conduct assessments to verify your eligibility for employment.
Right to work check
We are required to under UK employment law to verify your right to work in the UK. In order to conduct this verification, we will process the following personal data (‘Right to Work Data’):
- photographic identification
- evidence of nationality (e.g. passport)
- evidence of immigration status, such as visa biometric residence permit, immigration status document, work permit or other document confirming eligibility to work in the UK.
Purposes and legal basis for processing
We only process your personal data when we have a lawful basis and a legitimate purpose for doing so. In particular, we process your personal data for the following purposes and under the following legal bases:
| Purpose | Categories of data | Legal Basis |
|---|---|---|
| Assessing suitability for the position being applied for | Application File Data | Contract (Art. 6(1)(b) UK GDPR) |
| Implementation of pre-contractual measures | Application File Data | Contract (Art. 6(1)(b) UK GDPR) |
| Verifying your right to work in the UK | Right to Work Data | Legal obligation (Art. 6(1)(c) UK GDPR and Article 9(2)(b) UK GDPR in conjunction with the Immigration, Asylum and Nationality Act 2006 and the Immigration Act 2014) |
| Assertion, exercise of defence of legal claims | Application File Data | Legitimate interests - Art. 6(1)(f) UK GDPR, Art. 9(2)(f) UK GDPR |
Please note:
- where your data is processed under the performance of a contract or for a legal obligation, if you do not provide the data requested, we will be unable to advance your application.
- where we process your personal data under the legitimate interests legal basis, you have the right to object to the processing of your personal data. Whether your objection is successful will depend on a balancing of interests assessment, weighing the legitimate interests in question against your individual rights and interests.
Sources of your personal data
Most of the information we collect about you during the application process is provided directly by you. In addition to personal data we collect directly from you, we also collect personal data from the following sources:
- previous employers
- recruitment agencies
- job boards
- educational institutions
- reference providers
Who we share your personal data with
It may be necessary for us to share your personal data with others so that we can carry out the recruitment process, or to comply with legal or regulatory obligations to you or that we are subject to. These may include:
- professional advisors such as HR or recruitment consultants, solicitors in relation to legal issues
- our regulators
- suppliers of services in relation to the recruitment
- others within our business
International Data Transfers
Where your data is transferred outside of the UK, we make sure that your data is given the same level of protection, either because that country have a comparable data protection standard (Adequacy), or by using another safeguard such as an enhanced contractual agreement (i.e. International Data Transfer Agreement).
How do we store your data
Your personal data will be stored in an applicant file and in IT systems such as email and spreadsheets. We have internal procedures & policies in place to ensure your data is kept secure, used appropriately, not lost or destroyed, and only accessed by employees who need it for the performance of their job role. We also have procedures in place to deal with any suspected data breach.
How long we keep your personal data for
We will delete your personal data as soon as the purposes for storing it mentioned in the ‘Purposes of data processing’ section above no longer apply, you object to the use of your personal data, or you revoke your previously given consent.
However, your personal data may also be stored beyond this, in particular in the following cases:
- If deletion conflicts with contractual, legal or statutory retention periods.
- For the assertion, exercise or defence of legal claims
- If this is required for the fulfilment of a legal obligation to which we are subject.
Unsuccessful applications
If an employment relationship between you and us is not established, your personal data will be deleted from the system no later than 6 months after the termination of the process.
Successful applicants
In the event of employment in our company, your personal data will be deleted in accordance with our Data Retention Policy & Schedule. Our Employee Privacy Notice will be supplied to you on commencement of your employment.
Your rights
You have the following rights under the UK General Data Protection Regulation:
- right to be informed about how your data is used;
- right of access to your personal data;
- right of correction or rectification of your data;
- right to request deletion of your data;
- the right to restrict processing of your data;
- the right to object to the processing of your data;
- the right to data portability
In addition, if you have consented to the processing of your personal data, you may revoke your consent at any time. Please note, however, that the lawfulness of the data processing that took place until the revocation is not affected in this case.
Should you wish to exercise the above rights, please send an email to the following email address: governance@justdigitaluk.com
In most cases, we will respond to any requests to exercise your rights free of charge and within one month, if not before.
Further information on your right to object
You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you which is carried out in the public interest or based on our legitimate interests.
If you object, we will no longer process your personal data unless we can demonstrate compelling, legitimate interests for the processing which override your interests, right and freedoms, or the processing serves the assertion, exercise or defence of legal claims. The objection can be made without any formalities.
Further information on your right to withdraw consent
In addition, if you have consented to the processing of your personal data, you may revoke your consent at any time. Please note, however, that the lawfulness of the data processing that took place until the revocation is not affected in this case.
How to contact our Data Protection Officer
Please contact our internal person responsible for data protection in the first instance at governance@justdigitaluk.com.
The details of our designated Data Protection Officer are: DataCo International UK Limited, Suite 1, 7th Floor, 50 Broadway, London, SW1H 0BL, telephone 0203 514 6557, email privacy@dataguard.co.uk.
Complaints
If you are unhappy with any aspect of this Privacy Notice, or how your personal data is being processed, please contact governance@justdigitaluk.com.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) in writing at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF; by telephone on 0303 123 1113; or online at www.ico.org.uk.