As part of any recruitment process, Wilson Wright LLP (“The Firm”) collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.
What information does the Firm collect?
The Firm collects a range of information about you. This includes:
- your name, address and contact details, including email address and
- 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 Firm needs to make reasonable adjustments during the recruitment process;
- information about your entitlement to work in the UK;
The Firm collects 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.
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 the Firm process personal data?
The Firm needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.
In some cases, the Firm 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.
The Firm 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 the Firm to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. The Firm may also need to process data from job applicants to respond to and defend against legal claims.
The Firm processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
The Firm will not use your data for any purpose other than the recruitment exercise for which you have applied.
Who has access to data?
Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.
The Firm will not share your data with third parties, unless:
- Your application for employment is successful and it makes you an offer of employment. The Firm may then share your data with employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.
- Your application was for a position at a client of Wilson Wright’s, which would have been made clear on any advertisements. If you are shortlisted for the position which you applied for the Firm will then share your details with that client.
The Firm will not transfer your data outside the European Economic Area.
How does the Firm protect data?
The Firm 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 Firm keep data?
If your application for employment is unsuccessful, the Firm will hold your data on file for 12 months after the end of the relevant recruitment process. At the end of that period or if you withdraw your consent, your data is deleted or destroyed.
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 your data will be held will be provided to you in the Firm’s Workers Privacy Notice.
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request;
- require the Firm to change incorrect or incomplete data;
- require the Firm 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 the Firm is relying on its
- legitimate interests as the legal ground for processing; and
- ask the Firm to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the Firm’s legitimate grounds for processing data.
If you would like to exercise any of these rights, please contact firstname.lastname@example.org.
If you believe that the Firm 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 Firm during the recruitment process. However, if you do not provide the information, the Firm may not be able to process your application properly or at all.
You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.
Recruitment processes are rarely based solely on automated decision-making.