Part 3

Privacy notice for job applicants

Privacy notice for job applicants

We process personal information as part of our recruitment exercise.

We may collect information about you from your:

  • application form or CV
  • your passport or other identity documents
  • through interviews or other forms of assessment, including online tests

We process information that is relevant to the recruitment exercise. This could include:

  • your name, sex, age and contact details
  • details of your qualifications, skills, experience and employment history
  • interview notes, test papers and results conducted as part of the recruitment process
  • information about your entitlement to work in the UK

We may also process special categories of personal data. This may include information about:

  • physical or mental health
  • sexual orientation
  • racial or ethnic origins
  • religious or philosophical beliefs

We may also process information about criminal convictions and offences.

To make any reasonable adjustments during the recruitment process, and for the purposes of equal opportunities monitoring.

To carry out checks and to enable us to enter into a contract with you. In some cases this will be to ensure 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.

To enable you to gain access to some of our buildings, if we make an offer of employment.

To enable us to respond and defend against potential legal claims from job applicants.

To retain your information on file (if you are unsuccessful), in case suitable employment opportunities come up in the future.  We will ask for your consent before we keep your data for this purpose and you are free to withdraw your consent at any time.

Your information may be shared internally for the purposes of the recruitment exercise. For example, within our Human Resources Team, with managers in the business area with a vacancy, with interviewers involved in the recruitment exercise.

We may also share your information externally. For example, with recruitment consultants and online testing companies for the purposes of the recruitment exercise.  If your job application is successful, we will also share your information with your former employers to obtain references. To enable you to have unrestricted access to our London office we will also share your data with the Vetting Services to obtain security clearance.

We will usually tell you when we share your data, and who with.

If we offer you a job, we will contact your former employers for references. We may also obtain information from the Disclosure and Barring Service.

We take the security of your data seriously. We have internal policies and controls in place to ensure your data is not lost, accidentally destroyed, misused or disclosed. We also make sure our employees and recruitment consultants only access your data in the proper performance of their duties. For more details see our Information Management Policies.

Information about the recruitment exercise is stored in a secure network drive, and Outlook.

If your job application is unsuccessful, we will hold your data on file for six months after the end of the recruitment process. At the end of that period, or if you withdraw your consent, your data is deleted or destroyed.

After six months, we keep basic anonymised data for monitoring purposes.

If your job application is successful, we will transfer the personal data gathered during the recruitment process to your personnel file and we will keep it during your employment. We will give you a new privacy notice which outlines how long we will hold your data.

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