GDPR Candidate Privacy Notice
GDPR Candidate Privacy Notice
The “data controller” for the purposes of this GDPR Candidate Privacy Notice is The Groucho Club London LTD. Our registered office is at 45 Dean Street, London, W1D 4QB.
If you have any requests about your personal data or queries with regard to how we handle your data you can contact us by email GDPR@thegrouchoclub.com or write to us at GDPR, 45 Dean Street, London, W1D 4QB.
Please note that all data captured thus will be used and held in accordance with the requirements of the Data Protection Act 2018 (DPA) and the EU General Data Protection Regulation (GDPR).
What will we do with the information you provide us?
All of the information you provide during the recruitment process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will use the contact details you provide to us (name, address, email, telephone) to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
What information do we collect?
- The information in your curriculum vitae and/or covering letter and/or any other document uploaded by you.
- Your name, title, address, telephone number, email address, date of birth, gender, employment history, experience, skills and qualifications.
- Any information provided to us during an interview or assessment including information about your current level of remuneration and benefit entitlements.
- Whether or not you have a disability for which the Club needs to make reasonable adjustments during the recruitment process.
- Information of any criminal convictions or offenses.
- Information about your entitlement to work in the UK; and
- Equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health, and religion or belief.
We collect personal data about you throughout the application and recruitment process, through:
- Recruitment agencies, from which we collect: curriculum vitae, and/or covering letter and/or any other document uploaded.
- Your named referees, from which we collect: name, company name, email address and telephone number, personal reference/or professional reference, start and end dates of employment and last job title.
- The following data, which is from a publicly accessible source, e.g. LinkedIn.
If we make a final offer, we will also ask you for the following;
- Bank details to process salary payments.
- Emergency contact and dependant details so we know who to contact in case you have an emergency at work and allow us to process any employee benefit applicants you make.
What are the purposes of processing personal data?
We will use the personal data we collect about you to assess your skills, qualifications and suitability for the role or future roles, carry out background and reference checks if applicable, communicate with you about the recruitment process, keep records related to our hiring processes and comply with our legal or regulatory obligations.
We will use information about any disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test, interview or other meeting and 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.
It is in our legitimate interests to assess and consider whether to appoint you to the role or other future roles since it is beneficial to our business to fill such vacancies with suitable candidates.
We also need to process your personal data to decide whether to enter into a contract of employment with you.
Who has access to data?
Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR team, interviewers involved in the recruitment process and managers in the business area with a vacancy.
Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).
We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you and, where appropriate, employment background check providers to obtain necessary background checks.
How do we protect data?
We have put in place appropriate security measures, internal policies and controls, to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
How long do we keep your information?
If you are successful, the information you provide during the application process will be retained by us as part of your employee file due the duration of your employment plus 7 years from the end of the applicable tax year in which termination occurs. This includes criminal records, fitness to work, records of any security checks and references.
If you are unsuccessful at any stage of the process, the information you have provided such as CV, cover letter, assessments, interview notes and any other information gathered during this period will be retained for six months after the end of the relevant recruitment process. At the end of that period, your data is deleted or destroyed.
What are your rights in relation to your personal data?
As a data subject, you have a number of rights in certain situations to:
- Request correction of the personal data that we hold about you.
- Request erasure of your personal data.
- Object to the processing of your personal data where we are relying on a legitimate interest (or the legitimate interest of a third party) and there is something about your particular situation which makes you want to object to us processing on this basis.
- Request the restriction of processing of your personal data. You have the right to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for us processing it.
- Request access to your personal data (commonly known as a “data subject access request”).
- Request the transfer of your personal data to another party.
- Make a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.
If you would like to exercise any of these rights, please contact us by email firstname.lastname@example.org or write to us at GDPR, 45 Dean Street, London, W1D 4QB.
You are able to submit a complaint to the Information Commissioner’s Office about any matter concerning your personal information. We take our obligations seriously, so if you have any questions or concerns, we would encourage you to raise them with us first, so that we can try and resolve them.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.
Recruitment processes are not based solely on automated decision-making.