As part of any recruitment process, Kinneir Dufort (KD) collects and processes personal data relating to job applicants. KD is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
KD collects a range of information about you. This includes:
KD may collect this information in a variety of ways. For example, data might be contained in CVs, application forms, obtained from your passport or other identity documents, or collected through interviews.
KD may also collect personal data about you from third parties, such as recruitment agencies, references supplied by former employers and information from criminal records checks (e.g. from the Disclosure and Baring Service (DBS)), where this is relevant to role.
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).
KD 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, KD 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.
KD 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 KD to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. KD may also need to process data from job applicants to respond to and defend against legal claims.
KD may process special categories of personal data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. It may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. KD processes such information to carry out its obligations and exercise specific rights in relation to employment.
For some roles, KD is obliged to seek information about criminal convictions and offences. Where KD 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.
KD will not use your data for any purpose other than the recruitment exercise for which you have applied.
Your information may be shared internally for the purposes of the recruitment exercise. This involves HR (including any contracted HR Consultants), 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.
KD will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. KD will then share your data with former employers to obtain references for you, and the Disclosure and Barring Service (DBS) to obtain necessary criminal records checks (where this is appropriate for the role).
KD will not transfer your data outside the European Economic Area, unless your application for employment is successful and it makes you an offer of employment. Where a member of staff’s employment with KD requires study, employment, or a placement at another organisation it may be necessary for KD to transfer personal data to the external educational institution or employer, whether this is within the UK or abroad. This may require some data being sent outside the EEA to countries which may have lower standards for the protection of personal data.
KD 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, or consultants contracted on its behalf in the proper performance of their duties.
If your application for employment is unsuccessful, KD will hold your data on file for 12 months after the end of the relevant recruitment process. At the end of this period your data will be deleted or destroyed.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your HR file and retained during your employment. The periods for which your data will be held will be provided to you in the HR Records Retention Policy. Further information on how data is used in the course of employment is detailed in KD’s HR Privacy Notice.
As a data subject, you have a number of rights. You can:
If you would like to exercise any of these rights, please contact HR in writing via post, Kinneir Dufort, 5 Host Street, Bristol, BS1 5BU or email [email protected]
If you believe that KD has not complied with your data protection rights, you can complain to the Information Commissioner.
You are under no statutory or contractual obligation to provide data to KD during the recruitment process. However, if you do not provide the information, KD may not be able to process your application properly or at all.
Recruitment processes are not based solely on automated decision-making.