About

Populus
Northburgh House
10 Northburgh Street
London EC1V 0AT

Tel: +44 [0]20 7253 9900
Fax: +44 [0]20 7253 9911

Job Applicant Privacy Notice
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May 2018

Data controller: Populus Group Limited, Northburgh House, 10 Northburgh Street, London, EC1V 0AT

Populus Group Limited (‘We’) are committed to protecting and respecting your privacy.

As part of any recruitment process, Populus 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.

This notice sets out the basis by which we collect, use and disclose the personal data of job applicants as well as your rights in respect of such personal data.

We may update this notice from time to time as and when legislation changes.

What information do we collect?

We collect a range of information about you. This may include:

— 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 organization needs to make reasonable adjustments during the recruitment process; and
— information about your entitlement to work in the UK.

How do we collect your personal information?

We 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.

We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from third parties only once a job offer to you has been made and will inform you that we are doing so.

Data will be securely stored in a range of different places, including on your application record, in the HR Manager’s mailbox and on other IT systems.

Why do we process personal data?

We need to process data to take 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 it complies with our legal obligations. For example, we are required to check a successful applicant’s eligibility to work in the UK before employment starts.

We have a legitimate interest in processing personal data during the recruitment process and 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 may also need to process data from job applicants to respond to and defend against legal claims.

We may process special categories of data, such as whether or not applicants have a disability, to allow us to make reasonable adjustments during the recruitment process. We process such information to carry out its obligations and exercise specific rights in relation to employment.

If your application is unsuccessful, we may keep your personal data on file in case there are future employment opportunities for which you may be suited. We will ask for your consent before we keep 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 the HR Manager, 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.

We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you.

We will not transfer your data to countries outside the European Economic Area.

How do we protect data?

We take the security of your data seriously. We have internal policies and controls in place which aim to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.

For how long does we keep data?

If your application for employment is unsuccessful, we will hold your data on file until the end of the relevant recruitment process. If you agree to allow us to keep your personal data on file, we will hold your data on file for a further three years for consideration for future employment opportunities. At the end of that period or once you withdraw your consent, your data is 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 a new privacy notice.

Your rights

As a data subject, you have a number of rights. You can:

— access and obtain a copy of your data on request;
— require us to change incorrect or incomplete data;
—require us 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 we are relying on our own legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please contact the HR Manager,
pshah@populus.co.uk.

If you believe that Populus Group Limited has not complied with your data protection rights, you can report a concern to the Information Commissioner.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.

Automated decision-making

Recruitment processes are not based on automated decision-making.

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