Prospective Workers

This section explains what information we hold on prospective workers and how we use it.

What personal information do you hold about me?

When you apply for a job with us via our website, we will ask you to send us your CV and cover letter (website which will include your name, contact details and details of current employment.

If you apply for a job via a recruitment agent, they will provide us with similar information to that set out above.

If we invite you for an interview, we will keep notes of the discussion we had with you.

If we proceed with your application, we will seek additional information about you from third parties.  Specifically, we will contact your nominated referee to obtain information about your suitability for the role (only with your permission) and we may also process the following “special categories" of more sensitive personal information in connection with our pre-employment checks:

information about your health, including details of any disabilities you may have that require us to make reasonable adjustments and information about your ability to perform certain tasks; and

information relating to criminal convictions and offences.

We obtain this information either directly from you or sometimes from third parties e.g. from recruitment agencies, your former employers and background check agencies.

How and why do you use my personal information?

We will use your information as described above to:

take steps necessary for us to decide whether or not to enter into an employment contract with you - including for the purpose of deciding whether or not to invite you to an interview, to offer you a job, and to determine the terms of any offer;

comply with our legal obligations – in particular to determine your right to work and, if necessary for your role, to conduct a criminal records check with the Disclosure and Barring Service; and

in connection with our legitimate interests in ensuring that you are fit to perform the role you have applied for and assessing your working capacity – including by asking you to take part in a pre-employment medical where we consider this is necessary in light of the role you have applied for.

We will not use your information for any other purposes unless we are required to do so by law, in connection with any legal proceedings, or in order to establish, exercise or defend our legal rights.

Will you share my personal information with anyone else?

Your information will be shared internally amongst our employees (e.g. with staff working in HR or with the person who may be your line manager) but they will only use it to carry out their duties in line with the purposes set out above.

If you have applied for a job with us via a recruitment agent, we will also share information about your application with them.

If your job application is successful, we will seek a reference from your referee and also share your name and contact details with our service provider so they can contact you to arrange certain pre-employment checks.

Our provider will explain these checks to you in further detail and explain what information they need from you to perform them.  Depending on your role, this may include a check on your criminal record and on your health (but these checks are not always compulsory).  Our provider will share the results of these checks with us.

Where is my personal information stored?

Your personal data will be stored within the EEA but may also be stored and backed up on servers located outside of the EEA – specifically, in Japan and in the United States.  We ensure that your data is protected in these countries by requiring the recipients of your data to enter in standard contractual clauses which have been approved by the European Commission.  If you would like to see a copy of these clauses, you can contact us using the details set out at the end of this Privacy Rule.

How long will you keep my personal information?

Your personal information will only be retained as long as is reasonably necessary.

What this means in practice will vary as between different types of data, and when we consider our approach, we take into account any continued need to process the data, and also our legal obligations relating to tax, health and safety, employment and potential or actual disputes or investigations relating to those matters.