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Job Applicant Privacy Notice (compliant with GDPR)

As part of any recruitment process, ES Field Delivery UK Ltd (FDS) collects and processes personal data relating to job applicants. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information do we collect?

FDS 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 the organisation needs to make reasonable adjustments during the recruitment process; and
• Information about your entitlement to work in the UK.

FDS 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.

We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from the personal or professional references you provided only once a job offer to you 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 FDS process personal data?

We need to process data to take steps at your request prior to entering into a contract with you. We may also need to process your data to enter into a contract with you. In some cases, we need to process data to ensure that we are complying with its legal obligations. For example, it is mandatory to check a successful applicant's eligibility to work in the UK before employment starts.

FDS 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 us to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.

FDS may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. We may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. We process such information to carry out its obligations and exercise specific rights in relation to employment.

Who has access to data?

Your information may be shared internally for the purposes of the recruitment exercise. 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 a formal offer of employment is made. With your consent (Legal basis for Consent would be signed Contract agreeing to terms), we will share personal data with former employers for the purpose of obtaining the necessary references to support your application for employment with FDS. Furthermore personal data will be used to obtain background checks enabling you to work in areas of the business which require it. Additionally third party suppliers will be in receipt of personal information to enable them to supply the HR benefits as offered in a legally endorsed contract of employment. Such third party Suppliers will include Payroll services, Pension providers, Insurance companies and others necessary for FDS performing under your agreed contract.

How does FDS protect data?

We take the security of your data seriously. We have internal policies (HR032 GDPR Recruitment Policy V1) 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.

For how long does FDS keep data?

If your application for employment is unsuccessful, the organisation will hold your data on file for 6 (six) months after the application date. 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 Human Resources 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.

The rights individuals have under GDPR

The right to be informed - what your data is to be used for and by whom.
The right of access - within a defined timeframe (30 days) to have access to see Personal Data held.
The right to rectification - to have data changed where an error may have occurred or is incomplete.
The right to Erasure - the right to be forgotten; have all data removed.
The right to restrict Processing - via a particular company, Organisation or method.
The right to exercise the Portability of personal data - to another Organisation.
The right to object to being subjected to an automated decision making process.

Your rights
As a data subject, you have a number of rights. You can:

• Access and obtain a copy of your data on request;
• Require the organisation to change incorrect or incomplete data;
• Require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
• Object to the processing of your data where FDS is relying on its legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please contact lee.richards@dxcfds.com
If you believe that the organisation 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 FDS during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.