As part of Impacts recruitment process, Impact Results Ltd collects and processes personal data relating to job applicants. Impact is committed to being transparent about how it collects and uses this data in accordance with GDPR.
When applying for a role Impact will collect 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, experiences and employment history.
- Information about your current remuneration, including any benefit entitlements
- Whether or not you have a disability for which the organization has to make reasonable adjustments during the recruitment process.
- Information about your entitlement to work within the UK.
Information may be obtained in many ways, for example data may be contained in application forms, CVs or resumes, or your passport or other identity documents, or collected via interview or other forms of assessment.
We may also collect personal data about you from other third parties, such as a reference supplied by a former employer(s). We will seek information on you from third parties once a job offer has been made and will inform you that we are doing so.
Data will be stored in a range of different places, including your application record in the HR management systems and on other IT systems (including email).
Why does Impact Results process personal data?
We need to process data to take the 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 legal obligations, for example, it is mandatory to check a successful applicants eligibility to work in the UK before employment starts.
Impact results 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 many need to process data from a job applicant to respond to and defend against legal claims.
Impact Results may process special categories of data such as information about ethnic origin, sexual orientation or religion or belief to monitor recruitment statistics. We may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. We will process such information to carry out it’s obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, Impact Results may keep your personal data on file in case there are future opportunities for which you may be suited. We will ask for your consent before retaining this data and you are free to withdraw your consent at any time.
Who has access to the data?
Your information may be shared internally for the purposes of the recruitment process. This includes members of the HR and Recruitment team, interviews involved in the recruitment process, managers in the business area with the vacancy and IT staff if access to the data is necessary for the performance of their roles.
We will not share your data with any third parties unless your application for employment is successful and we make you an offer of employment. We will share your information with former employers to obtain successful references for you, employment background check providers to obtain necessary background checks.
How long does Impact Results how my information for?
If your application is successful we will hold your data for 6 months after the end of the recruitment process. If you agree to Impact holding your information we will retain for a further 3 months. At the end of this period or consent is withdrawn your data is deleted or destroyed.
If your application is successful, all your data is transferred toy our personal HR file and a separate privacy notice will be issues for the retention of employee files.
You have the following rights in relation to the personal data we hold on you:
- The right to be informed about the data we hold on you and what we do with it
- The right to access the data we hold on you. We operate a Separate Subject Access request policy and all such requests will be dealt with accordingly
- The right for any inaccuracies in the date we hold on you, however they come to light, to be corrected. This is also known as ‘rectification’
- The right to have data deleted in certain circumstances. This is known as ‘erasure’
- The right to restrict the processing of data
- The right to transfer the data we hold on you to another party. This is also known as ‘portability’
- The right to object to inclusion of any information
- The right to regulate any automated decision making and profiling of personal data
In addition to the above rights, you also have the unrestricted right to withdraw consent, that you have previously provided, to our processing of the data you had previously given consent for us to use. Withdrawing consent means we will stop processing the data you had previously given us consent to use. There will be no consequences for withdrawing consent. However, in some case we may still continue to use the data where so permitted by having a legitimate interest.
If you wish to exercise any of these rights, please contact firstname.lastname@example.org.
Making a complaint
If you think your data has been breached, you are able to raise a complaint with the Information Commissioner (ICO). You can contact the ICO at Information Commissioner’s Office, Wycliffe House , Water Lane, Wilmslow, Cheshire, SK9 5AF or by telephone on 0303 123 1113 (local rate) or 01625 454 745.