This notice explains what personal data (information) we will hold about you, how we collect it, and how we will use and may share information about you during the application process. As a business we are required to notify you of this information, under UK GDPR (meaning Regulation (EU) 2016/679 (“General Data Protection Regulation”), as implemented by the Data Protection Act 2018, and amended from time to time).
Please ensure that you read this notice (sometimes referred to as a ‘Privacy Notice’) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.
Who collects the information
Safer Group is a ‘data controller’ and gathers and uses certain information about you. This information may be gathered and used by our affiliated entities and group companies, namely (our ‘group companies’) and so, in this notice, references to ‘we’ or ‘us’ mean the Company and our group companies. Details of our group companies are listed in our Annual Report and Accounts or may be obtained from the Compliance Manager.
Data protection principles
We will comply with the data protection principles when gathering and using personal information, as set out in our Data Protection Policy. About the information we collect, hold and process The table set out in Part A of the Schedule below (page 3) summarises the information we collect, hold and process up to and including the shortlisting stage of the recruitment process, how and why we do so, how we use it and with whom it may be shared.
The table in Part B of the Schedule below summarises the additional information we collect before making a final decision to recruit, i.e. before making a conditional offer of employment, how and why we do so, how we use it and with whom it may be shared.
We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.
Where information may be held
Information may be held at our offices and those of our group companies, and third party agencies, (for example recruitment consultants).
How long we keep your information
We keep the personal information that we obtain about you during the recruitment process for no longer than is necessary for the purposes for which it is processed. How long we keep your information will depend on whether your application is successful and you become employed by us, the nature of the information concerned and the purposes for which it is processed.
We will keep recruitment information (including interview notes) for no longer than six months, taking into account the limitation periods for potential claims such as race or sex discrimination (as extended to take account of early conciliation), after which they will be destroyed. If there is a clear business reason for keeping recruitment records for longer than the recruitment period, we may do so but will first consider whether the records can be pseudonymised, and the longer period for which they will be kept.
If your application is successful, we will keep only the recruitment information that is necessary in relation to your employment.
Your rights to correct and access your information and to ask for it to be erased Please contact the Head of People and Culture at Angela@safer-group.com or 07951 063555 if (in accordance with applicable law) you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice. You also have the right to ask for some but not all of the information we hold and process to be erased (the ‘right to be forgotten’) in certain circumstances. The Head of People and Culture will provide you with further information about the right to be forgotten, if you ask for it.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Transferring your personal information
We may transfer personal information outside the United Kingdom on the basis that (a) that country, territory or organisation is designated as having an adequate level of protection, (b) that the organisation receiving the information has provided adequate safeguards by way of standard data protection clauses or (c) by way of compliance with an approved code of conduct. Such transfer may for example relate to applications made via an online portal.
If we need to transfer your data within the United Kingdom, we will firstly ensure that the recipient has implemented appropriate safeguards.
All data processors used by us, irrespective of location, are also bound by the terms of an appropriate data processing agreement. Furthermore, appropriate technical measures are deployed to further safeguard the transfer, including encryption of personal data where possible.
How to complain If you have a complain, please contact our Compliance Manager on Kimberly@saferscotland.co.uk
We hope that the Compliance Manager can resolve any query or concern you raise about our use of your information. If not, contact the Information Commissioner at https://ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.
THE SCHEDULE – ABOUT THE INFORMATION WE MAY COLLECT, HOLD AND PROCESS
Part A – Up to and including the shortlisting stage
Part B – Before making a final decision to recruit
You are required by law or in order to enter into your contract of employment to provide the categories of information marked ‘*’ above to us to enable us to verify your right to work in the UK and your suitability for the position.
** Further details on how we handle sensitive personal information can be obtained from the Head of People and Culture.
*** The nature of the role determines whether or not psychometric testing is undertaken. If the psychometric testing involves automated decision making this will be made clear in the email you receive inviting you to take the test. If you are unsuccessful in your application as a result of automated decision making you have the right to receive an explanation of how the result was arrived at, and to challenge and request a review of the decision. Please contact the person who sent the test link to you.
We will only hold personal data as long as we need it and we have systems in place for management and retention of data.