Privacy Notice for Job Applicants

Thank-you for sending your cv details to Be | Shaping the Future; The purpose of this privacy notice is to make all job applicants aware of how and why we collect and use your data, both during and after a recruitment process.

Should you have any questions then please do not hesitate to contact a member of the recruitment team

As part of any recruitment process, Be Shaping the Future (“Company”) collects, processes and stores 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 (GDPR).

What data does Be Shaping the Future collect?

Be Shaping the Future collects, processes and stores data about you during the recruitment process. This includes:

·        Your name, address and contact details, including email address and telephone number;

·        Any information you have provided about your qualifications, skills, experience and employment history;

·        Any information you have provided about your current level of remuneration and employee benefits;

·        Any information you have provided relevant to requesting that we make reasonable adjustments during the recruitment process, including whether or not you have a disability;

·        Any information about your entitlement to work in the UK;

·        Any information you provide to us during an interview or other form of assessment;

·        We may also collect, process and store the following “special category” data:

·        Information about your ethnicity, sexual orientation and religion or belief;

·        Information about your health, including any medical conditions, health and sickness records; and

·        Information about criminal convictions and offences.

Be Shaping the Future may collect this data in a variety of ways. For example, data might be contained in application forms, CVs, covering letters, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

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

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

Why does Be Shaping the Future process personal data?

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. 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.

Be Shaping the Future has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. In some cases, the Company needs to process data to ensure that we are complying with legal obligations. For example, it is mandatory to check a successful applicant's eligibility to work in the UK before employment starts. We may also need to process data from job applicants to respond to and defend against legal claims.

Be Shaping the Future 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.

Be Shaping the Future may process “special category” data, such as information about ethnicity, sexual orientation and religion or belief for equal opportunities monitoring purposes. We may also collect information about whether or not applicants have a disability in order to make reasonable adjustments for them. We process such information to carry out obligations and exercise specific rights in relation to employment.

Who has access to your data?

Your data may be shared internally for the purposes of the recruitment process. This includes members of the HR and recruitment team, 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. The Company will then share your data with former employers to obtain references, and where required, employment background check providers to obtain background checks and the Disclosure and Barring Service to obtain criminal records checks.

Automated Decision-Making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

How does Be Shaping the Future protect data?

We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused, altered, disclosed or accessed except by our employees in the proper performance of their duties. Those employees will only process your personal data on our instructions and they are subject to a duty of confidentiality.

How long does Be Shaping the Future keep data?

If your application for employment is unsuccessful, the Company will hold your data on file for six (6) months after 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 six (6) months for consideration for future employment opportunities. At the end of that period, or if you withdraw your consent before the end of the period, 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 Personnel 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.

Your rights

Under certain circumstances, by law, you have a number of rights. You can:

·        Request access to and obtain a copy of your data (commonly known as a ‘Data Subject Access Request’);

·        Require the Company to change incorrect or incomplete data;

·        Require the Company 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 there is something about your particular situation which makes you want to object to processing on this ground.

If you would like to exercise any of these rights, please contact [email protected]

If you believe that the Company has not complied with your data protection rights, you can complain to the Information Commissioner’s Office (ICO), the UK regulatory authority for data protection.

What if you do not provide personal data?

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