Privacy Policy

Key Talent Personnel Job Applicant Privacy Notice 

Key Talent Personnel is your Data Controller. Key Talent Personnel has a Data Protection Officer who can be contacted via enquiries@ktpersonnel.com or by writing to Data Protection Officer, Bartle House, Oxford Court, Manchester, M2 3WQ. Key Talent Personnel manages recruitment and is the Data Processor to perform this task.

As part of any recruitment process, Key Talent Personnel collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data and in meeting our data protection obligations. This Privacy Notice sets out the type of personal information that we collect, what it is used for and the rights you have in relation to this information.

What information do we collect?

We will only collect, use, store, share (and any other of the defined uses of processing data) where there is a lawful basis.  As part of your application, we may collect the following information information about you. This includes:

·   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;

·   information about your entitlement to work in the UK.

How do we collect this information?

We collect this information in a variety of ways. For example, data might be contained in application forms, CVs or cover letters, , 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 we have written permission from you to do so.

Your data will be stored securely including on your application record, in recruitment management systems and on other IT systems (including email).

Why does Key Talent Personnel 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 we are complying with our legal obligations. For example, it is mandatory to check a successful applicant’s eligibility to work in the UK before employment starts.

We may have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage our 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.

Key Talent Personnel may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. We process such information to carry out its obligations and exercise specific rights in relation to employment.

If your application is unsuccessful, we may ask you if we can 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 members of the HR team, interviewers involved in the recruitment process, and managers or appropriate team members in the business area with a vacancy .

We will not share your data with third parties. If your application is successful we will contact former employers/ referees you have outlined to obtain references for you. We may also use employment background check providers to obtain necessary background checks if the role requires this.

How do we protect data?

We have 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 Key Talent Personnel keep data?

If your application for employment is unsuccessful, we will hold your data on file for 6 months after the end of the relevant recruitment process for reference and legal purposes, or for 1 year if you confirm that you wish us to retain your personal data for consideration for future employment opportunities. At the end of that period, or once 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 Human Resources file (electronic and paper based) and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice once you begin your employment.

Your rights

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

  • Access your information – you can request access to or a copy of your personal information and check what information we hold about you.
  • Change or correct your information – if you wish to have any errors corrected, you can request this – although this is not an absolute right and we may request for further information.
  • Take your information – you can ask for a copy of your personal information to be provided in a reusable and machine-readable form.
  • Object to, limit or restrict the use of your information – you can ask that we stop using parts or all of your personal information or limit its use if you believe that this personal information is unlawfully held.
  • Delete your information – you can ask that your personal information is deleted if you believe it is no longer necessary for the purposes it was collected.
  • Legitimate interest – if we are processing your information on the grounds of legitimate interest, you can ask us to stop this if there are reasons related to your individual circumstances. We have to do this unless we believe we still have an overriding legitimate reason.

 

If you would like to exercise any of these rights, please contact the Data Protection Officer at enquries@ktpersonnel.com or by writing to Key Talent Personnel, Bartle House, Oxford Court, Manchester, M2 3WQ. 

If you are unhappy

The theme throughout this Policy is that we treat your privacy with the utmost importance and we strive to meet the highest standards when collecting and using personal information. If for whatever reason you believe that our collection or use of your information is unfair or inappropriate, we encourage you to report this to our Data Protection Officer. We will take any complaints we receive about your privacy very seriously.

You also have the right to complain to your supervisory authority if you are unhappy with how your personal information has been collected, used or managed which within the UK is the Information Commissioner’s Office (ICO) who can be contacted by calling 0303 123 1113 or by visiting www.ico.org.uk. 

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data 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.