GDPR Privacy Notice for Candidates

We will comply with data protection law and principles, which means that your data will be:

• Used lawfully, fairly and in a transparent way.
• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept only as long as necessary for the purposes we have told you about.
• Kept securely.

In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:

• The information you have provided in your curriculum vitae and supporting notice, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, education, qualifications, current salary.
• Any information you provide to us during the selection and interview process.

We may also collect, store and use the following "special categories" of more sensitive personal information:

• Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
• Information about your health, including any medical conditions.
• Information about criminal convictions and offences.

We collect personal information about candidates from the following sources:

• You, the candidate.
• Any recruitment agency if used, from which we collect the following categories of data:
  The information you have provided in your curriculum vitae and covering letter, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, education, qualifications, current salary.
• Your named referees, from whom we collect the following categories of data: Name, job title, date of employment, recommendations, assessment of work performance, work relationships, honesty and integrity, re-employment potential, reason for leaving.

We will use the personal information we collect about you to:

• Assess your skills, qualifications, and suitability for the role.
• Carry out background and reference checks, where applicable.
• Communicate with you about the recruitment process.
• Keep records related to our hiring processes.
  Comply with legal or regulatory requirements.

It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our business to appoint someone to undertake the work.
We also need to process your personal information to decide whether to enter into a contract of employment or services with you.

After receiving your CV and covering letter, we will review your application to assess whether you meet the criteria for shortlisting. If you do, we will then determine whether to invite you for an interview. Should you be invited, the information you provide during the interview will help us evaluate your suitability for the role. If successful, we will proceed with reference checks and any other necessary verifications before confirming your appointment.

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.

We will use your particularly special category information in the following ways:

If you choose to share information about a disability, we will use it to help ensure that any necessary adjustments can be made to support you during the recruitment process—for example, during a test or interview. Sharing this information is entirely voluntary and will only be used to support your application fairly and appropriately.

We envisage that we will process information about criminal convictions in the following way.

We will collect information about your unspent criminal convictions history if we would like to offer you the role (conditional on checks and any other conditions, such as references, being satisfactory). We are required and/or entitled to carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role.

We have in place an appropriate policy documents and safeguards which we are required by law to maintain when processing such data.

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

Personal details you provide in the registration in your application:

• Will be made available to us and our processors
• Will be used for communication with you regarding recruitment
• Will be used for statistical analysis
   

Although we may provide candidates information to service providers that handle information on our behalf, we will not share the information with any other third party, for secondary or unrelated purposes unless otherwise disclosed at the point of collection and not without having gained acceptance at the point of collection.

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, consultants and other third parties who have a business need-to-know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

We will retain information provided during your application for 12 months from the end of the recruitment process, unless a longer period is required or permitted by law. After this period, your information will be securely deleted, destroyed, or anonymised. If you wish to withdraw your application or ask us to delete your information sooner, you can contact us using the details provided in this notice.

Information provided to us during your application for any position in the organisation will only be stored for 12 months. However if you are appointed to a role this information will be stored for the during your length of service with us.

We are dedicated to providing reasonable access to candidates who wish to review the personal information retained when they for a role with us and correct any inaccuracies it may contain. Candidates may ask to access, correct, update, or withdraw their personal information by contacting us using the contact details provided in this notice. In all cases we will treat requests to access information or change information in accordance with applicable legal requirements.

Under certain circumstances, by law you have the right to:

• erasure or to be forgotten.
• rectification if information is inaccurate or out of date - This enables you to have any incomplete or inaccurate information we hold about you corrected.
• the right of data portability (to obtain and reuse your personal data).
• object to the Controller and processors handling of your personal data.
• withdraw your consent with regards to the handling of your personal data.
• ask for a copy of the information we hold about you (Subject Access Request - S.A.R) - This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• lodge a complaint with the supervisory authority - the ICO.

Where you exercise your right to object or withdraw your consent, we may process your personal data without your knowledge or consent where we are permitted or required by law or regulatory requirements to do so. In such a case, we will not process more personal data than is required under the circumstances.

You have the right to make a complaint to us about how we handle your personal data. You can do so by contacting enquiries@electricalsafetyfirst.org.uk.

We will acknowledge your complaint promptly (within 30 days) and aim to provide you with our decision and any steps we will take without undue delay and, in most cases, within three months.

You also 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.

If, when applying for this role, you provided consent for us to process your personal information for the purposes of the recruitment exercise. You have the right to update or correct your personal information. During the recruitment process, you can do this by contacting us using the contact details provided in this notice, so we can update our recruitment records. If you are appointed to a role, you will be able to manage and update your information through our internal systems

When you submit an application or otherwise express interest in a role, you are providing consent for us to process your personal information for recruitment purposes. You have the right to withdraw this consent at any time. Unless we have informed you of another lawful basis for processing your personal data, once we receive notification that you have withdrawn your consent, we will cease processing your application. In line with our data retention policy, we will then securely dispose of your personal information.

We reserve the right to modify or amend this privacy notice at any time and for any reason, providing it maintains compliance with the UK General Data Protection Regulation and the Data Protection Act 2018.