Recruitment Privacy Notice
This statement is provided with the intention to comply with your right to be informed under the General Data Protection Regulation (GDPR). This notice applies to personal identifiable information received during our recruitment process.
infinite Group Ltd will:
- Comply with both the law and good practice
- Respect individuals’ rights
- Be open and honest with individuals whose data is held
- Provide training and support for staff who handle personal data, so that they can act confidently and consistently
infinite Group Ltd recognises that its first priority under GDPR is to avoid causing harm to individuals.
In the main this means:
- Complying with your rights
- Keeping you informed about the data we hold, why we hold it and what we are doing with it
- Keeping information securely in the right hands and
- Holding good quality information
The GDPR aims to ensure that the legitimate concerns of individuals about the ways in which their data may be used are considered. In addition to being open and transparent, infinite Group Ltd will seek to give individuals as much choice as is possible and reasonable over what data is held and how it is used. This includes the right to erasure where data is no longer necessary and the right to rectification where the data is incorrect.
We will hold and process the following information:
- Your personal and contact details including your name, address, telephone numbers and email address
- Particulars of your current and/or previous employment history as provided by you as background to your application
- Particulars of your qualifications and skills as provided by you as background to your application
- Sensitive information including protected characteristics under the Equality Act 2010 for Equal Opportunities Monitoring and Compliance
- Copies of communications between us and you
The data has been gathered on our behalf and with your consent by the data processor known as Vacancy Filler with whom we have an agreement in place. The processor will not subcontract any of the data processed or use the data for any other purposes. The processor will ensure that you maintain control of your personal data throughout the recruitment process and will not hold data for longer than necessary. Prior to submitting your details, you will be required to give consent and will be allowed to withdraw your details if requested. All data processed will be kept within the EEA (European Economic Area), typically within datacentres within the UK and Ireland.
We are the controller of this information gathered in the legitimate interest of assisting us complete a fair and non-discriminatory recruitment process.
Your data will be used to determine your suitability for employment. It may also be used to perform DBS Checks, Right to Work Checks and conduct general character checks such as social media and search engine checks.
This is done on the basis of your volunteering this information to us during the application process.
We are the recipients of your personal data and we will only share this with appropriate legal entities should there be a need to, including but not limited to Legal and professional advisers or Tribunals and Courts. It is not anticipated that there will be any other recipients nor any transfers of data internationally. Accordingly, it is considered that safeguards for the transfer of data to a third country are not necessary.
We aim to keep data only for so long as is necessary which will vary according to the circumstances.
Your data will be kept for a maximum period of 12 months’ after submitting your particulars. This period has been set for the protection of our organisation and in the event of any employment tribunal claims. If such a claim is filed, the data will be retained for a period of six years following resolution of that claim and for six years following the resolution of any further claims. This period has been determined for the protection of the organisation in the event any professional negligence or breach of contract claims in the event we use representation to defend any claims.
You have the right to access any information we hold that relates to you personally. Should you wish to access this information you should make such a request in writing to the HR department. We shall provide the requested data within 1 month or, in exceptional cases we may extend this to 3 months. You will be notified within 1 month when we believe this to be an exceptional case requiring a longer period of compliance. Where a request is manifestly unfounded or excessive we may charge a reasonable fee or refuse the request. In the event of a fee or refusal, you will be advised of this and your further rights relating to the fee or refusal.
You also have the right to data portability in that you may obtain and reuse your data for your own purposes across different services, from one IT environment to another in a safe and secure way, without hindrance to usability. The exact method will change from time to time. You will be informed of the mechanism that may be in place should you choose to exercise this right.
You have the right to erasure in the form of deletion or removal of personal data where there is no compelling reason for its continued processing. We have the right to refuse to erase data where this is necessary in the right of freedom of expression and information, to comply with a legal obligation for the performance of a public interest task, exercise of an official authority, for public health purposes in the public interest, for archiving purposes in the public interest, scientific research, historical research, statistical purposes or the exercise or defense of legal claims. You will be advised of the grounds of our refusal should any such request be refused.
You have the right to request that the information we hold is rectified if it is inaccurate or incomplete and to restrict our processing of your data where you contest the accuracy until the accuracy is verified.
You have the right to restrict our processing of your data where you object to the processing (where it was necessary for the performance of a public interest task or purpose of legitimate interests), and we are considering whether our organisation’s legitimate grounds override your interests. You have the right to restrict our processing of your data when processing is unlawful and you oppose erasure and request restriction instead. You have the right to restrict our processing of your data where we no longer need the data and you require the data to establish, exercise or defend a legal claim. You will be advised when we lift a restriction on processing.
You have the right to object to the following:
- direct marketing (including profiling); and
- processing for purposes of scientific/historical research and statistics
The data collected is not anticipated to fall within the above categories.
Whilst there is no anticipated automated decision making relating to the data you provide, you have rights where there is automated decision making including profiling. We may only do this where it is necessary for the entry into or performance of a contract, authorised by EU or the UK law or based on your explicit consent. Whilst it is not anticipated that this will occur, where it does, we will give you information about this processing, introduce to you simple ways for you to request human intervention or challenge a decision, and carry out regular checks to ensure that our systems are working as intended.
You have the right to withdraw your consent at any time.
You have the right to lodge a complaint with a supervisory authority such as the Information Commissioner’s Office or any other of our regulators or accreditors that may regulate or provide accreditations to us from time to time. We advise that you exhaust our internal complaints procedure prior to referring the matter to any supervisory, regulatory or accrediting body.