Data Privacy Notice - Job Applicants

 

Contact: Abigail Baker     Email: datamanager@frf-motors.co.uk

Our recruitment process requires us to collect and process personal data relating to job applicants. At FRF (South Wales) Ltd we are dedicated to being completely transparent about how we collect and use the data that we collect from job applicants.

What information does FRF (South Wales) Ltd collect?

  • Name, address and contact details, including email address and telephone number;
  • Details of your qualifications, skills, experience and employment history;
  • Information about your current level of remuneration, including benefit entitlements;
  • If you have a disability for which the organisation would need to make reasonable adjustments during the recruitment process;
  • Information about your eligibility to work in the UK; and
  • Information regarding equal opportunities monitoring, ethnic origin, sexual orientation, health and religion.

How does FRF (South Wales) Ltd collect this information?

There are a variety of ways in which we collect this information:

  • Application forms
  • CVs or Resumes
  • Your passport or other identity documentation
  • Interviews or other forms of assessment
  • Third parties (e.g. former employers, employment background check providers and criminal record checks)

We will only collect information from third parties once a conditional job offer has been made and we have gained your consent to carry out the specific checks.

Why does FRF (South Wales) Ltd process this personal data?

We need to process your data before we enter into a contract with you. This will not be conducted without your prior consent. Your data may also be processed once we enter into a contract with you.

In some cases, we are required to process data to ensure that we comply with our legal obligations as a business. For example, we are required to check a successful applicant's eligibility to work in the UK before the employment starts.

As a business, we have a legitimate interest in processing personal data during our recruitment process and for our records of the process. Processing this data allows us to manage the recruitment process and assess and confirm an applicant's appropriateness for employment and to help come to a decision of whom to offer a job. We may also be required to process a job applicant's personal data to respond to and defend legal claims.

In some cases, we will need to process information about whether or not an applicant is disabled in order to make reasonable adjustments for them. This is to allow us to complete our obligations and exercise the relevant rights in relation to employment.

We will only process sensitive data such as ethnic origin, sexual orientation, health or religion for equal opportunities monitoring purposes.

Should your application be unsuccessful, we may keep your personal data on file up to 12 months in case future employment opportunities arise that you would be well suited for.

Who has access to this data?

Your information may be shared internally for the purpose of the recruitment process with:

  • The HR team
  • Interviewers involved in the recruitment process
  • Managers in the business area of the vacancy
  • The business directors
  • IT staff (only if access to the data is required for their role in the recruitment process)

External:

We will not share your data with third parties unless your application is successful and you receive a formal offer of employment. If accepted, the organisation will then share your information with:

  • Former employers (for references)
  • Employment background check providers (e.g. DBS)
  • The Disclosure and Barring Service (for necessary criminal record checks)

Your data will not be transferred outside of the European Union.

How does FRF (South Wales) Ltd protect the data?

We have internal policies in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed. The data cannot be accessed by employees except for employees involved in your recruitment process in order to perform their recruitment duties.

How long does FRF (South Wales) Ltd keep the data?

If you have been unsuccessful in your application, we will hold your data on file for 12 months after the end of the recruitment process. This is in case future employment opportunities arise that you would be well suited for. At the end of the 12 month period, your data is destroyed.

If you have been successful in your application, the personal data that is collected in the recruitment process will be transferred to your personnel file and retained throughout the duration of your employment. For information regarding your data as an employee, you will be able to refer to our data privacy notice for staff.

Your rights

As a 'data subject', you have the right to access this information. You have the right to:

  • Request access and obtain a copy of your data
  • Require the organisation to amend incorrect or incomplete data
  • Require the organisation to delete or stop processing your data
  • Object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing.

To exercise these rights, you will need to send an email to our Data Manager. Their information can be found on the first page of this document.

What if you choose not to provide personal data?

You are under no legal or contractual obligation to provide us with your data during the recruitment process. However, if you choose not to provide the information, we may not be able to process your application.

Automated decision-making

Recruitment processes are not based solely on automated decision-making.