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Job Applicant Privacy Notice
Job Applicant Privacy Notice
As part of our recruitment process, Upp B2b collects and processes personal data relating to all job applicants and applications. Most of this data is supplied to us when you apply for a job or enquire about potential opportunities. We are committed to being transparent about how we collect and use this data and to meeting our data protection obligations.
For the purpose of The Data Protection Act 1998 (Act) and the Regulation (EU) 2016/679 (General Data Protection Regulation [GDPR]), the data controller is Upp B2B Ltd, 18th Floor, Blue, MediaCityUK, Manchester, M50 2ST
Data Controller: Upp B2B
1. What Information does Upp B2B collect?
Upp B2B collects and processes a range of information about you. This may include:
- Your name, address and contact details (including email addresses and telephone number), date of birth and gender;
- The terms and conditions of your employment application;
- Details of your qualifications, skills, experience and employment history, including start and end dates with previous employers;
- Information about your application remuneration, including benefits such as pensions or insurance cover;
- Information about your student loan and any due payments;
- Information about your nationality and entitlement to work in the UK;
- Information about your criminal record;
- References supplied by your previous employers and their contact details when supplied to us;
- Details of your schedule, days of work and working hours and attendance at work;
- Information about medical or health conditions, including whether you have a disability for which Upp B2B needs to make reasonable adjustments; and
- Equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.
Upp B2B may collect this information in a variety of ways, for example data might be collected through application forms, CVs or resumes, obtained from your passport or other identity documents such as your driving licence, from forms completed by you at the start of employment (such as benefit nomination forms, correspondence with you or through interviews and meetings or other assessments).
Upp B2B may collect personal data about you from third parties, as references supplied by former employers, information from employment background check providers, information from credit reference agencies and information from criminal record checks (where permitted by law).
Your data will be securely stored in a range of different places within our business, including in your personnel file, in Upp B2B’s HR management systems and other IT systems (including Upp B2B’s email system).
2. Why does Upp B2B process personal data?
Upp B2B needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract of employment with you.
In some cases, Upp B2B needs to process data to ensure that it is complying with its legal obligations. For example, we may be required to check a successful applicant’s eligibility to work in the UK before employment starts.
Upp B2B 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 Upp B2B to manage the recruitment process assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. Upp B2B may also need to process data from job applicants to respond to and defend against legal claims.
Upp B2B may process information about whether applicants are disabled to make reasonable adjustments for candidates who have a disability. This is to carry out its obligations and to exercise specific rights in relation to employment.
Where Upp B2B processes other special categories of data such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes.
For some roles, Upp B2B is obliged to seek information about criminal convictions and offences. Where Upp B2B seeks this information, it does so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment.
Upp B2B will not use your data for any purpose other than the recruitment exercise for which you have applied.
If your application is unsuccessful, Upp B2B may keep your personal data on file in case there are future employment opportunities for which you may be suited. Upp B2B will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time by emailing email@example.com and stating your full name, date of application and email or home address to help us to locate your information.
- Who has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of our HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff where access to the data is necessary for the performance of their roles.
Upp B2B will not share your data with third-parties unless your application for employment is successful and we make you an offer of employment. Upp B2B 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 the necessary criminal record checks.
Your data will not be transferred to countries outside the European Economic Area (“EEA”) unless we have first obtained your prior written consent; and we take such measures as are necessary to ensure the transfer is in compliance with Applicable Data Protection Law. Such measures may include (without limitation) transferring the Data to a recipient in a country that the European Commission has decided provides adequate protection for personal data, to a recipient that has achieved binding corporate rules authorisation in accordance with Applicable Data Protection Law, or to a recipient that has executed standard contractual clauses adopted or approved by the European Commission.
- How does Upp B2B protect data?
Upp B2B takes the security of your data seriously. We have internal policies and controls in place to try to ensure that your data is not lost accidentally, destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties. Where possible all such data is encrypted or held within password protected documents or areas on our server.
- For how long does Upp B2B keep data?
If your application for employment is unsuccessful Upp B2B will hold your data on file for a specified time period of 6 months after the end of the relevant recruitment process. If you agree, Upp B2B will keep your personal data on file for a further specified time period of one year, for consideration for future employment opportunities. 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 gathering 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 Upp B2B to change incorrect or incomplete data;
- Require Upp B2B 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 Upp B2B is really relying on its legitimate interests as the legal grounds for processing.
If you would like to exercise any of these rights, please contact firstname.lastname@example.org
If you believe that Upp B2B 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 Upp B2B 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.
- Automated decision making
Employment decisions are not solely based on automated decision-making.