Job Applicant Privacy Notice
Data controller: Business Garage Ltd
As part of any recruitment process, Business Garage collects and processes personal data relating to job applicants. Business Garage is committed to being transparent about how we collect and use that data and to meeting our data protection obligations in line with GDPR.
What information does Business Garage collect?
Business Garage 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, including benefit entitlements;
- whether or not you have a disability for which Business Garage needs to make reasonable adjustments during the recruitment process; and
- information about your entitlement to work in the UK.
Business Garage may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.
Business Garage may also collect personal data about you from third-parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. Business Garage will seek information from third-parties only once a job offer to you has been made and will inform you that it is 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 Business Garage process personal data?
Business Garage needs to process data to consider you for our recruitment process and to enter into an employment contract with you, if you are successful.
In some cases, Business Garage needs to process data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant’s eligibility to work in the UK before employment starts.
Business Garage 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 Business Garage to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. Business Garage may also need to process data from job applicants to respond to and defend against legal claims.
Business Garage may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. It may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. Business Garage processes such information to carry out its obligations and exercise specific rights in relation to employment.
For some roles, Business Garage may be obliged to seek information about criminal convictions and offences. Where Business Garage seeks this information, we do so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment.
Business Garage will not use your data for any purpose other than the recruitment exercise for which you have applied.
If your application is unsuccessful, Business Garage may keep your personal data on file in case there are future employment opportunities for which you may be suited. Business Garage will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.
Who has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR 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.
Business Garage will not share your data with third-parties, unless your application for employment is successful and it makes you an offer of employment. Business Garage will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks (if applicable).
During the recruitment period Business Garage will not transfer your data outside the European Economic Area.
How does Business Garage protect data?
Business Garage takes 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 or disclosed, and is not accessed except by our employees in the proper performance of their duties. We have a robust IT Security Policy and for personal data use password-protected files stored on a secure server.
For how long does Business Garage keep data?
If your application for employment is unsuccessful, Business Garage will hold your data on file for one year after the end of the relevant recruitment process. If you agree to allow Business Garage to keep your personal data on file, we will hold your data on file for a further one year for consideration for future employment opportunities. At the end of that period or once you withdraw your consent, 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 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 individual rights
You may at any point exercise the following rights while we are in possession or using your personal data:
- The right to be informed
- The right of access
- The right of rectification
- The right of erasure
- The right to restrict processing
- The right to data portability
- The right to object to processing
- Rights in relation to automated decision-making and profiling.
Business Garage will require you to provide identification to exercise any of the above rights. In order to do so please contact us via post, email or telephone using the contact details below.
How to contact us
- by email
- By post: Boston House, Grove Business Park, Wantage, OX12 9FF
- By telephone: 01235 433099
If you believe that Business Garage has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to Business Garage during the recruitment process. However, if you do not provide the information, Business Garage may not be able to process your application properly or at all.
Recruitment processes are not based solely on automated decision-making.