Job Applicant Privacy
Notice
GAP Group Ltd
(referred to as "GAP" or "the company"" throughout this notice) collect and process personal data
relating to job applicants as part of our recruitment process. We are committed
to being transparent about how we collect and use that data and to meeting our
data protection obligations.
This notice sets
out the basis on which we collect, use and disclose the personal data of our
job applicants, as well as your rights in respect of such personal data.
What information does
the company collect and how?
GAP collects a range of
information about you. This includes:
·
your name, address and contact
details, including email address and telephone number;
·
details of your
qualifications, skills, experience and employment history;
·
information from interviews
and phone-screenings you may have;
·
information about your current
level of remuneration, including benefit entitlements;
·
information about your
entitlement to work in the UK; and
·
equal opportunities monitoring
information, including information about your ethnic origin, sexual
orientation, health and religion or belief.
We may collect
this information in a variety of ways. For example, data might be contained in
application forms or CVs (including when these are sent to us as part of
speculative applications or queries), obtained from your passport or other
identity documents, or collected through interviews or other methods 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 has been made to you.
Data will be
stored in a range of different places, including on your application record, in
our HR management systems and our email system.
Why does GAP process
personal data?
GAP collects and
process your data for a number of purposes and where we have a legal basis to
do so, as follows.
GAP 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.
In some cases, we
need to process data to ensure that we are complying with our legal
obligations. For example, we are required to check a successful applicant's
eligibility to work in the UK before employment starts.
GAP may process
information about whether applicants are disabled so we can make reasonable
adjustments for candidates who have a disability. Where we process 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. Our processing of these types of data will be carried out
to ensure you or us can meet our obligations or exercise our rights under law
related to employment or (only where applicable) to enable us to establish,
exercise or defend legal claims.
We will not use
your data for any purpose other than the recruitment process of which you are a
part.
Who has access to data?
Your information
may be shared internally within the company for the purposes of the recruitment
process. This includes members of the HR team, interviewers involved in the
recruitment process, and managers in the business area with a vacancy.
We will not share
your data with third parties, unless your application for employment is
successful and an offer of employment is made. We will then share your data
with former employers in order to obtain references. We may also share your
data with our group companies, for business performance and other types of
monitoring and management purposes.
In addition, we
may need to share your personal information with a regulator or otherwise to
comply with the law.
How does GAP protect
data?
GAP takes 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 personnel in the proper
performance of their duties.
For how long does GAP
keep data?
If your
application for employment is unsuccessful (including when you have
speculatively applied to us in respect of a role which is not available), we
will hold your data on file for 6 months. At the end of that period, your data
is deleted or destroyed (unless we need to retain it for longer to exercise or
defend any legal claims).
If your
application for employment is successful, personal data gathered during the
recruitment process will be transferred to your personnel file and retained
during your employment. The periods for which employee data is held will be
provided to you in a separate privacy notice.
Your rights
As a data subject,
you have a number of rights under data protection law. You can:
·
access and obtain a copy of
your data on request;
·
require GAP to change
incorrect or incomplete data;
·
require GAP 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 GAP is relying on its legitimate interests as the legal ground
for processing; or
·
ask us to transfer your data
to another organisation.
If you would like
to exercise any of these rights or if you have any questions about this notice
or our processing of your data more generally, please contact hrsystems@gap-group.co.uk.
If you believe
that the company has not complied with your data protection rights, you can
complain to the Information Commissioner's Office (https://ico.org.uk/).
What if you do not
provide personal data?
You are under no
statutory or contractual obligation to provide data to GAP during the
recruitment process. However, if you do not provide the information, we may not
be able to process your application.
