Job Applicant Privacy Notice

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:

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

Your personal data will be shared internally where necessary for the recruitment process, including with authorised HR personnel, the hiring manager and interviewers. We may also share personal data with service providers and professional advisers supporting the recruitment process. If we make an offer, information may additionally be shared with former employers for references, relevant government authorities and providers involved in administering the employment relationship. Information will only be shared where there is an appropriate legal basis and, where applicable, suitable contractual protections.

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 retain personal data only for as long as necessary for the purposes described in this notice, including to complete the recruitment process, comply with legal obligations and establish, exercise or defend legal claims.

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

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.

Data Protection complaints

If you have a complaint about Just Digital’s handling of personal data, you may complain by email at governance@justdigitaluk.com.

Please provide enough information to help us understand and investigate your complaint such as your name, contact details, description of the complaint, when the issue occurred, whether you have contacted us before about this, what outcome or action you would like us to consider, relevant documents or evidence.

We will acknowledge receipt of your complaint within 30 days. We will investigate your complaint without undue delay and will keep you informed about our progress where appropriate. We may contact you to request additional information, clarification, supporting evidence, or proof of identity. This helps us to investigate your complaint properly and to safeguard your privacy and personal data. Once we have completed our investigation, we will inform you of the outcome and any action we have taken or propose to take.

You also have the right to complain to the Information Commissioner’s Office (“ICO”). We recommend that you give us the opportunity to deal with your complaint first. If you are dissatisfied with our response, or if you believe that we have not handled your complaint properly, you should contact the ICO.