Recruitment Privacy Notice Template
Scienta Search LTD
GDPR Privacy Notice for all Job Applicants
Data controller: Lewis Hogan, Co-Founder of Scienta Search
As part of any recruitment process, Scienta Search LTD collects and processes personal data relating to job applicants. The Company is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations under the General Data Protection Regulation
The purpose of this privacy notice is to make all job applicants aware of how and why we collect and use your personal information, both during and after a job application process.
What information does Scienta Search collect?
The company collects a range of 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;
Information about your entitlement to work in the country in which you are applying
Scienta Search collects this information in a variety of ways. For example, data might be contained in application forms, CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.
Scienta Search will also collect personal data about you from third parties, such as references supplied by former employers during or after a provisional job offer to you has been made and will inform you that it is doing so.
Data will be stored two different places;
Scienta Search’s cloud candidate management system. If requested, Scienta will can share their Data Privacy notice.
Why does Scienta Search process personal data?
The company needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.
In some cases, the company 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.
The company 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 the company to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. The company may also need to process data
from job applicants to respond to and defend against legal claims.
Scienta Search relies on legitimate interests as a reason for processing data and has considered whether or not those interests are overridden by the rights and freedoms of employees or workers and has concluded that they are not.
For some roles, the company is obliged to seek information about criminal convictions and offences. Where the company 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.
The company will not use your data for any purpose other than the recruitment exercise for which you have applied.
Who has access to data?
Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR department, interviewers involved in the recruitment process, Scienta Consultants and IT contractors if access to the data is necessary for the performance of their roles.
The company will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment or have been given permission to do so.
The company will not transfer your data outside the European Economic Area (EEA), unless given permission to do so.
How does Scienta Search protect data?
The company 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 in the proper performance of their duties.
When will Scienta Search remove your data?
Due to the nature of our business and the long-term partnership Scienta provides, we will remove your data if we haven’t had communication with you for two years. Communication can be email or call.
As a data subject, you have several rights. You can:
Access and obtain a copy of your data on request;
Require Scienta Search to change incorrect or incomplete data;
Require Scienta Search to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
Object to the processing of your data where the company is relying on its legitimate interests as the legal ground for processing; and
Ask Scienta Search to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the company’s legitimate grounds for processing data.
If you would like to exercise any of these rights, please contact firstname.lastname@example.org
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to the company during the recruitment process. However, if you do not provide the information, the company may not be able to process your application properly or at all.