Job Applicant Privacy Notice
Data Controller: Caffyns plc
Head Office: Saffron Rooms, Meads Road, Eastbourne, East Sussex BN20 7DR
Telephone Number: (01323) 730201
As part of any recruitment process, Caffyns collects and processes personal data relating to job applicants. Caffyns is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does the organisation collect?
Caffyns 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 about your current level of remuneration, including benefit entitlements;
- whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process;
- 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.
Caffyns may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents or collected through interviews or other forms of assessment, including online tests.
Caffyns may also collect personal data about you for third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. Caffyns will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.
Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).
Why does Caffyns process personal data?
Caffyns 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 with you.
In some cases, Caffyns needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.
Caffyns 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 Caffyns to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. Caffyns may also need to process data from job applicants to respond to and defend against legal claims.
Caffyns may process information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
Where Caffyns 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, Caffyns is obliged to seek information about criminal convictions and offences. Where Caffyns seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, the organisation may keep your personal data on file in case there are future employment opportunities for which you may be suited. The organisation will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.
Who has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes:
Members of HR
Recruitment Team
Interviewers involved in the recruitment process
Managers in the business area with a vacancy
IT staff
Caffyns will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. Caffyns will then share your data with e.g. former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.
Caffyns will not transfer your data outside the European Economic Area during the application process.
How does the organisation protect data?
Caffyns takes the security of your data seriously. It has 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.
For how long does the organisation keep data?
If your application for employment is unsuccessful, the organisation will hold your data on file for 12 months after the end of the relevant recruitment process.
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 our data will be held will be provided to you via the Intranet.
Your rights
As a data subject, you have a number or rights. You can:
- access and obtain a copy of your data on request;
- require the organisation to change incorrect or incomplete data;
- require Caffyns to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
- object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact our HR department by emailing hr@caffyns.co.uk.
If you believe that Caffyns 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 the organisation during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all.
Automated decision-making
Recruitment processes are not based solely on automated decision-making.