The Edwin James Group (including EJ Parker Technical Services, EJ Musk Process Services and EJ Peak Technology Solutions) is a “controller” in relation to personal data. This means that we are responsible for deciding how we hold and use personal information about you. You are being sent a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or
contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the UK General Data Protection Regulation (UK GDPR).
We will comply with data protection law and principles, which means that your data will be:
In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
We may also collect, store and use the following types of more sensitive personal information:
We may collect personal information about candidates from the following sources:
How we will use information about you
It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our business to appoint someone to that role.
We also need to process your personal information to decide whether to enter into a contract of employment with you.
We need to process evidence of your nationality, immigration status, ability to work in the UK, your NI to comply with our legal obligations.
Having received your personal data we will then 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/or carry out a criminal record and/or carry out any other check before confirming your appointment.
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 a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
We will use your particularly sensitive personal information in the following ways:
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 the role (conditional on checks and any other conditions, such as references, being satisfactory). We will only collect information about criminal convictions as part of the recruitment process if it is appropriate given the nature of the role and where we are legally able to do so.
Where we are entitled to carry out a criminal records check this will be in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. We will only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary for reasons of substantial public interest, namely, preventing or detecting unlawful acts, protecting the public against dishonesty, safeguarding, preventing fraud or suspicion of terrorism or money laundering.
Less commonly, we may use information relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect your interests (or someone else’s interests)and you are not capable of giving your consent, or where you have already made the information public.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
Your personal data will be held by the HR department, the payroll department and the Recruitment Department. Your personal data will be shared internally with other individuals and/or departments where this is reasonably necessary for the processing purposes set out in section 2 above. For example, HR will need to share your personal data with the department whose vacancy you have applied for.
We will only share your personal information with the following third parties for the purposes of processing your application. We will only do so where we have a legitimate or legal basis for doing so and an in compliance with our obligations under data protection law.
All our third-party service providers and other entities in the group 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.
We may also need to share your personal information where we are legally obliged to do so, and/or with the Police, local authorities, the courts and any other government department, such as the Home Office and the DBS (but only if us doing so is lawful) and/or with our professional advisors when they need it to give us their professional advice.
We will transfer the personal information we collect about outside the UK only in order to perform our contract with you and only where:
If you require further information about these protective measures, please contact the Recruitment Manager or Head of HR.
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.
We will retain your personal information for a period of 6 months after we have communicated to you our decision about whether to appoint you to 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, we will securely destroy your personal information in accordance with obligations under data protection law.
If you are the successful applicant for a role, information which is relevant to your on-going employment relationship will be transferred to your employment record and retained in accordance with our staff privacy notice.
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 consent to retain your personal information for a fixed period on that basis.
Under certain circumstances, by law you have the right to:
Where your personal data is processed on the basis of your consent or explicit consent you have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please email the central HR team firstname.lastname@example.org. 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.
The Information Commissioner’s Office (ICO) regulates data protection and privacy matters in the UK. They make a lot of information accessible on their website and they ensure that the registered details of all data controllers such as ourselves are available publicly. You can access them here https://ico.org.uk/for-the-public.aspx
You can make a complaint to the ICO at any time about the way we use your information. However, we hope that you would consider raising any issue or complaint you have with us first. We will always do our very best to solve any problems you may have.
You’re welcome to get in touch with us to discuss your information at any time. Please email email@example.com