Privacy Notice for Job Applicants

Dacre, Son & Hartley Limited (referred to as “we” and “us” throughout this notice) collects and processes personal data relating to job applicants as part of our recruitment process. This notice makes you aware of how and why your personal data will be used and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation (GDPR).

Data Protection principles

We will comply with data protection law and principles, which means that your data will be:

• Used lawfully, fairly and in a transparent way.
• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept only as long as necessary for the purposes we have told you about.
• Kept securely.

What kind of information will we hold about you?

In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:

• The information you have provided to us in your curriculum vitae (CV) and any covering letter or email.
• Any information you provide to us during an interview. Copies of qualifications, test results etc.
• We may also collect, store and use the following types of more sensitive personal information:
• Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
• Information about your health, including any medical condition, health and sickness records.
• Information about criminal convictions and offences.

How is your personal information collected?

We may collect personal information about candidates from the following sources:

•  You, the candidate.
•  Recruitment agencies.
•  Background check providers.
•  Credit reference agencies.
•  Disclosure and Barring Service, in respect of criminal convictions.
•  The Financial Conduct Authority.
•  Your named referees.

How will we use information about you?

We will use the personal information we collect about you to:

• Assess your skills, qualifications, and suitability for a role and decide whether to employ/engage you.
• Carry out background and reference checks, where applicable.
• Communicate with you about the recruitment process.
• Keep records related to our hiring processes.
• Comply with legal or regulatory requirements.

Having received your CV and covering letter/email we will process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references and carry out a criminal record check before confirming your appointment.


What happens if you fail to provide personal information?

If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require references for this role and you fail to provide us with relevant details, we will not be able to take your application further. 

How will we use particularly sensitive personal information?

We will use your particularly sensitive personal information in the following ways:

• If we receive information about your disability status, we will use it to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made to assist you to attend an interview.
• If we receive information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, we will use it to ensure meaningful equal opportunity monitoring and reporting.

Why do we collect information about criminal convictions?
We envisage that we will process information about criminal convictions.

We will collect information about your criminal convictions history if we would like to offer you a role (conditional on checks and any other conditions, such as references, being satisfactory). We are entitled to carry out a criminal record check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. This is particularly important for roles where you will be able to access clients’ properties or provide financial advice.

We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.


Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.


Who might we share your personal information with?

We will only share your personal information with third parties in order to process your application e.g. background check agencies, recruitment agencies and your referees.  All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.


How do we keep your data secure?

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

How long will we retain your information for?

We will usually retain your personal information for a period of six months after we have communicated to you our decision about whether to appoint you to a role.  We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way.  After this period, provided you are not employed or engaged by us, we will securely destroy your personal information in accordance with applicable laws and regulations.  If you are employed by us personal information provided as part of the recruitment process may be transferred to your personnel file and stored in accordance with our GDPR notice for staff which will be issued to you.

If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.

What rights do you have in respect of accessing, correcting, erasing, and restricting personal information?
Under certain circumstances, by law you have the right to:

• Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it. 
• Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact Elisabeth Scull, Director in writing.
 

Can you withdraw consent?

When you apply for a role you consent to us processing your personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact the HR Manager. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.

Who can you contact about this notice?
We have appointed a data controller to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact them on ecs@dacres.co.uk.