PRIVACY NOTICE FOR JOB APPLICANTS
As part of the recruitment process, Changan UK R&D Centre Limited (the Organisation), as a data controller, collect, process and store personal data which may directly / indirectly identify the job applicant. The organisation process personal data for a range of purposes relating to general recruitment activities, which may include application, assessment, pre-employment screening and legal right to work in the UK.
Throughout this Privacy Notice, the term “processing” is used to cover all activities involving personal data, including collecting, handling, storing, sharing, accessing, using, transferring and disposing of the personal data.
Why does the Organisation process personal data?
The organisation 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 the organisation to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide on whom to offer a job. The organisation may also need to process data from job applicants to respond to and defend against legal claims.
In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.
The organisation may process special categories of data, for instance, whether applicants have a disability, to make reasonable adjustments for applicants. The organisation processes such information to carry out its obligations and exercise specific rights in relation to employment.
If an application is unsuccessful, the organisation may keep the applicant’s personal data on file in case there are future employment opportunities for which the applicant may be suited. By submitting an application, applicants are in agreement to this processing.
What personal data might the Organisation process and how is it collected?
The organisation collects a range of information about a job applicant. This includes:
Personal details: such as name, address, email address and date of birth;
Work history: previous employers, positions, dates;
Current compensation: basic salary, benefits, bonuses;
Educational background: professional qualifications, skills, certificates;
Employer feedback: references;
Nationality and legal right to work: passport, visa, driving licence and National Insurance number;
Photographs and images from recorded assessments or from on-site CCTV.
The organisation may collect personal data in a variety of ways. For example, data might be contained in cvs either directly from an applicant or sometimes from a third party such as an employment agency. Data might also be obtained from an applicant’s passport or other identity documents, or collected through interviews or other forms of assessment, including online tests.
The organisation may also collect personal data from third parties, such as references supplied by former employers. The organisation will seek information from third parties only once a job offer has been made and will inform the candidate that it is doing so.
Who has access to data?
Job applicants’ personal data may be shared internally for the purposes of the recruitment exercise. This includes members of the HR team, interviewers involved in the recruitment process, hiring managers, administration and IT staff, if access to the data is necessary for the performance of their duties.
The organisation will not share personal data with third parties, unless an application for employment is successful and the employment offer is made and accepted. The organisation will then process the personal data to obtain references from the prospective employee’s formal employer.
The successful job applicant’s personal data may be transferred to the organisation’s head office in China for reasons of potential recruitment approval, if appropriate. Where this is the case, the organisation will take steps to ensure the right security measures are taken so that an applicant’s privacy rights continue to be protected as outlined in this policy. By submitting the job application, the applicants are agreeing to this processing.
How does the Organisation protect data?
The organisation takes the security of personal data seriously. Internal polices and systems are in place to ensure that unauthorised or unlawful processing of personal data, accidental loss or destruction, or damage to personal data does not occur.
Where sharing personal data with other parties is necessary, as a minimum, the organisation also requires its recipients of personal data to guarantee the same level of protection as provided by the organisation.
For how long does the organisation keep data?
As a data subject, job applicants have a number of rights:
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 the organisation is relying on its legitimate interest as the legal ground for processing.
In addition to using personal data for the position for which the applicants have applied, the organisation may retain and use personal data to consider applicants for other positions. The organisation will hold the applicant’s personal data on file for 24 months after the end of the relevant recruitment process. At the end of the retention period, or once the job applicant withdraws their consent, relevant personal data will be deleted and / or destroyed.
If applicants would like to exercise any of these rights, please contact email@example.com.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to the organisation during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application property or at all.
Changes to this privacy notice
We keep our privacy notice under regular review and we will place any updates on this web page.
How to contact us
Please contact us if you have any questions about our privacy notice or information we hold about you:
In Writing to: Changan UK R&D Centre Limited, Parkside, Birmingham Business Park, Birmingham, B37 7YG.