1. What is the purpose of this document?
1.1. Entier Limited wants to ensure that it deals with any personal data submitted by job candidates in a way that protects candidates and which complies with the law. If you have submitted an application to work with us as an employee, worker or contractor, Entier becomes the "data controller" of that data. Entier is responsible for deciding how it holds, stores and uses (that is ‘processes’) the personal information about you contained in a job application or cv or obtained during the application process. This privacy notice sets out how and why your personal data will be used and how long the data will usually be retained by Entier. In general, the information you have submitted will be used only for the purposes of recruitment. This privacy notice provides you with information that you are entitled to under the General Data Protection Regulation (GDPR) and the Data Protection Act (DPA).
2. Data protection principles
2.1. Entier will ensure that your data is:
2.1.1. used lawfully, fairly and in a transparent way;
2.1.2. collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
2.1.3. relevant to the purposes we have told you about and limited only to those purposes;
2.1.4. accurate and kept up to date;
2.1.5. kept only as long as necessary for the purposes we have told you about; and
2.1.6. kept securely.
3. The kind of information we hold about you
3.1. In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
3.1.1. information you have provided in your curriculum vitae and any covering correspondence;
3.1.2. information you have provided in our work application form, including your name, title, address, telephone number, personal email address, date of birth, gender, employment history and qualifications.
3.1.3. any information you provide in interview;
3.1.4. for certain posts, the results of any skills ort aptitude test.
3.2. We may also process the following "special categories" of more sensitive personal information:
3.2.1. information about your race or ethnicity, religious beliefs and sexual orientation;
3.2.2. particularly if you are applying for an offshore post, information about your health, including any medical condition, medical history and the results of any medical examination carried out during the application process; and
3.2.3. for some posts, Entier will seek information about criminal convictions and offences.
4. How is your personal information collected?
4.1. We collect personal information about candidates from the following sources:
4.1.1. you, the candidate;
4.1.2. recruitment agencies from which we collect data including your identity, nationality, age, sex and contact details;
4.1.3. named referees from which we collect data relating to your employment history which will include the name of former employers, references to and the opinion of former managers, disciplinary history, dates of employment and reasons for the ending of your employment with a former employer;
4.1.4. if you are a candidate for a very senior post we may seek credit references from credit reference agencies, including information concerning your identity, your solvency and whether you have ever been sequestrated or disqualified from acting as a director;
4.1.5. for certain posts we may seek information from Disclosure Scotland or similar agencies concerning criminal convictions; and
4.1.6. data from third parties and from a publicly accessible sources such as social media including ‘Facebook’ ‘Instagram’ or ‘Twitter’.
5. How we will use information about you
5.1. We will use the personal information we collect about you to:
5.1.1. assess your skills, qualifications, and suitability for the work or role;
5.1.2. carry out background and reference checks where required for the position;
5.1.3. communicate with you about the recruitment process;
5.1.4. keep records related to our hiring processes to ensure we comply with anti-discrimination legislation and policies; and
5.1.5. comply with legal or regulatory requirements applicable to the position you have applied for.
5.2. It is in the interests of Entier to appoint applicants to positions or roles within the Company which are vacant and also to retain some data on persons who may be interested in applying for posts or work which may become available at some time in the next 12 months. Entier also requires your personal data to assist in any decision whether to enter into a contract of employment or service with you.
5.3. Entier regards your CV, covering letters or e-mails, application forms and any test or examination results as information to be used in deciding whether you meet the basic requirements to be shortlisted for the role. If you are shortlisted, Entier will further review the information to decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you have provided and the information obtained in the interview, from skills tests and examinations (including medical examination where required) to decide whether to offer you the role or work. If we decide to offer you the role or work, Entier may then seek references and/or carry out a criminal record or other checks before confirming your appointment.
6. If you decide not to provide personal information
6.1. If, when requested, you feel you do not wish to provide the information required to consider your application (such as evidence of qualifications or work history), we will not be able to process your application or make any decisions regarding your employment or engagement. For example, for some roles we require a health check (if you are applying for an offshore role for example) so if you do not provide information on your state of health or refuse to allow us access to the results of a medical examination we may not be able to take your application further.
7. How we use particularly sensitive personal information
7.1. We will use your sensitive personal information in the following ways:
7.1.1. if you have a disability, we will use information about your disability status to consider whether we should provide appropriate adjustments during the recruitment process. That will include reasonable adjustments to tests or for interview;
7.1.2. we will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting; and
7.1.3. we may use information regarding your health to ensure that you meet the health and fitness criteria for the role under consideration.
8. Information about criminal convictions
8.1. In general, we do not envisage that the Entier will process information about criminal convictions.
8.2. Entier may collect information about criminal convictions history if you are a candidate for work or a role for which we are required to carry out a criminal records check to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. Checks will be carried out if:
8.2.1. we may be required to carry out criminal record checks for those carrying out role or work in which case we may ask you to seek a basic disclosure of your criminal records history.
8.3. We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
9. Automated decision-making
9.1. We will not carry out automated decision making on any of the data you provide.
10. Data sharing
10.1. Why might you share my personal information with third parties?
10.2. We will share your personal information only where it is necessary for the role or position applied for. That may be the case where you have applied for an offshore post in which case we would share your information with the platform or installation operator or, for example, installation operators, facilities managers, or other Group companies. All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
11. Data security
11.1. 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 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. Details of the measures we have taken may be obtained from firstname.lastname@example.org
11.2. We have put in place procedures to deal with any suspected data security breach. Entier is subject to legal obligations to notify you and the relevant regulator if we suspected a breach has occurred.
12. Data retention
12.1. How long will you use my information for?
12.2. We will retain your personal information for a period of [NUMBER] months after we have communicated to you our decision about whether to appoint you to a role or work. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates and that we have conducted the recruitment exercise in a fair and transparent way. After that period, we will securely destroy your personal information in accordance with the relevant laws and regulations.
12.3. If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future which we would wish to consider you for, we will write to you separately, seeking your explicit consent to retain your personal information for that reason for an additional fixed period.
13. Rights of access, correction, erasure, and restriction
13.1. Your rights in connection with personal information
13.2. By law you have the right to:
13.2.1. Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
13.2.2. Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
13.2.3. Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
13.2.4. Object to processing of your personal information where we are relying on a legitimate interest (mentioned above) or the legitimate interest of a third party and there is something about your particular situation which you feel makes processing on that legitimate basis objectionable.
13.2.5. Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
13.2.6. Request the transfer of your personal information to another party.
13.3. If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact email@example.com who will provide you with the appropriate application.
14. Right to withdraw consent
14.1. Occasionally, we may seek your consent to processing your personal information for the purposes of the recruitment exercise. That will not be the case often but if we do seek consent, you have the right to withdraw your consent for processing for that purpose at any time. Should you wish to withdraw a consent you have granted, please contact firstname.lastname@example.org. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy and we will dispose of your personal data securely.