(GDPR) The General Data Protection Regulation came into effect on 25th May 2018
Heywood Charlton collects and processes personal
data relating to individuals looking for employment. The organisation is
committed to being transparent about how it collects and uses that data and to
meeting its data protection obligations.
The data that Heywood Charlton collects and processes includes:
Heywood Charlton may collect individual’s data in a variety of ways such as contact forms, CVs, your passport or other identity documents, or collected through interviews or other forms of assessment.
We may also collect personal data about you from third parties, such as references supplied by former employers. 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 so.
Data will be stored in a range of different places, including on your applicant record within our internal recruitment system, IT systems (including email) and finance systems where applicable.
We need to process data to take steps at your request prior to entering into a contract with you. We may also need to process your data to enter into a contract with you.
In some cases, we need to process data to ensure that we are complying with its legal obligations. For example, it is mandatory to check a successful applicant’s eligibility to work in the UK before employment starts.
Heywood Charlton 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 we may also need to process data from job applicants to respond to and defend against legal claims.
If your application is unsuccessful, Heywood Charlton may keep your personal data on file in case there are future employment opportunities for which you may be suited. We will ask for your consent before we keep your data for this purpose and you are free to withdraw your consent at any time.
Your information may be shared internally for the purposes of the recruitment process. This includes members of our internal team at Heywood Charlton in the first instance and once consent has been received from the individual the end client including interviewers and hiring managers involved in the recruitment process.
We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you and employment background check providers to obtain necessary background checks.
We take the security of your data seriously. We have 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.
Data is held in three ways:
Data Server – Heywood Charlton holds data on its own Data Server and each user having a unique Name and Password.
Accounting Software – We use Xero to process accounting information. Our Accountant accesses Xero to prepare end-of-year accounts.
E-mail – Heywood Charlton uses Office365 for email with local copies of e-mail on desktop PC’s and all are password secured.
When you submit your data to Heywood Charlton you will be asked whether you give us consent to hold onto your details for 24 months in order to be to be considered for future employment opportunities. At the end of that period or once you withdraw consent within that period, you data is deleted or destroyed.
Please note that Heywood Charlton cannot delete financial or contractual information for seven years.
As a data subject, you have a number of rights. You can:
If you would like to exercise any of these rights, please contact Andy Hughes – firstname.lastname@example.org
If you believe that Heywood Charlton has not complied with your data protection rights, you can complain to the Information Commissioner’s office – https://ico.org.uk/global/contact-us/.
You are under no statutory or contractual obligation to provide data to Heywood Charlton during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.