GDPR Candidate Agreement
Project Development International Limited, a company registered in England and Wales with number 04767497 and its registered office at Pinsent Masons LLP, 1 Park Row, Leeds, United Kingdom, LS1 5AB (“PDi Ltd”) is a data controller. We collect and process personal data relating to job applicants. This notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) is a new regulation which replaces the Data Protection Regulation (Directive 95/46/EC) The Regulation aims to harmonise data protection legislation across EU member states, enhancing privacy rights for individuals and providing a strict framework within which commercial organisations can legally operate.
This privacy notice applies to individuals applying for work with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for.
The Kind of Information We Collect About You
The company collects a range of information about you including:
- Personal contact details such as name, title, addresses, contact details (including email address and telephone number(s)
- Details of your qualifications, skills, experience and employment history
- Information about your current level of remuneration, including any benefits entitlements
- Sensitive data such as disability status to consider whether the Company needs to make reasonable adjustments during the recruitment process
- Information about your entitlement to work in the UK
How is Your Personal Information Collected?
Your information is collected in different ways, for example, data might be contained in CVs, passport or other identity documents or collected through the interviews which are held and any other forms of assessment such as online testing.
The company will also collect personal data about you from third parties such as references supplied by former employers. The company will seek information from third parties only once a job offer has been made to you and we will confirm that we are taking up references.
Where We Keep Your Personal Information
The data we collect will be stored in a range of different places, including on your application record on Firefish, in HR files on other IT systems (including email).
Why We Process Your Personal Information
The company needs to process data to take steps at your request prior to entering into a contract with you and again if we do enter into a contract with you.
Sometimes we need to process data to ensure that we are complying with legal obligations, for example, we are required to check an applicant’s eligibility to work in the UK prior to any employment starting.
We have a legitimate interest in processing personal data during the recruitment process and keeping records of that process. By processing data from job applicants, we can manage recruitment processes, assess and confirm your suitability for employment and make decisions on job offers. There are times when we may need to process data from job applicants in the response to and defence of any legal claims which may be brought.
We will not use your data for any purpose other than the recruitment exercise for which you have applied.
If You Fail to Provide Personal Information
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
Information About Criminal Convictions
We do not envisage that we will process information about criminal convictions.
Decision Making
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
Who Has Access to Your Data?
Your information will be shared for the purpose of the recruitment exercise. This includes sharing with interviewers involved in the recruitment process and managers in the business area with a vacancy.
We may also share your personal information with third parties, including members of the HR team, other entities in the group and IT if access to the data is necessary for the performance of their roles. The third parties and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies.
We may transfer your personal information outside the EEA. If we do, the Company requires the same security measures and safeguards to be in place as when data is transferred within the UK and you can expect continued protection of your personal information.
Data Security
The company takes the security of your data very seriously and has internal controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed and is not accessed except by its employees and 3rd party providers in the legitimate performance of their duties in relation to the recruitment process.
If you are successful in your application for employment, personal data gathered during the recruitment process will be transferred to your personal file and retained in accordance with Company policies. You will be provided a new Employee Privacy Notice at that time.
Retention
We will retain your personal information for a period of 2 years after we have communicated to you our decision about whether to appoint you. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our data retention policy.
If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.
Your Rights
As a data subject, you have several rights, you can:
- Access and obtain a copy of your data on request;
- Require the company to change incorrect or incomplete data;
- Require the company to delete or stop processing your data where the data is no longer necessary for the purposes of processing;
- Object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing; and
- Ask us to stop processing data for a period of data is inaccurate or there is a dispute about whether or not your interests override the Company’s legitimate grounds for processing data
Right to Withdraw Consent
You have the right to withdraw your consent for processing your personal data at any time. To withdraw your consent, please contact the data protection leader dataprotection@pdi-ltd.com. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), (the UK supervisory authority for data protection issues).