Privacy Notice
Digital Space, (“the Company”, “We”) is committed to processing your data securely and transparently and is aware of its obligations under the General Data Protection Regulations (GDPR). This privacy notice sets out, in line with GDPR, the types of data we hold and collect about you as an applicant, how we use this information as well as how long we retain it for.
What information do we collect?
The Company collects a range of data about you and this includes:
- Personal details: name, address, date of birth, email address, phone/mobile numbers;
- Details of your qualifications, skills, experience, education and employment history. This includes references on your CV;
- Information on your current level of remuneration, including benefit entitlements;
- Whether or not you have a disability for which we need to make reasonable adjustments during the recruitment process, and only where you have provided this to us as part of your application;
- Documentation relating to your right to work in the UK; and
- Equal opportunities monitoring information including information about your gender, ethnic origin.
How we collect your data
We collect this data in a variety of different ways. For example, data might be contained in a CV, resume, covering letter, screening questions, or collected through interviews or other forms of assessment including tests.
Further information will be collected directly when you complete forms at the start of your employment, such as your bank account and next of kin details. It may also be data that is in the public domain, for example on job boards, LinkedIn or other social media platforms. Other details may be collected directly from you in the form of official documentation such as your driving licence, passport or other right to work evidence.
We will also collect personal data about you from third parties such as; recruitment agencies, references supplied by former employers, information from employment background check providers and information from criminal records checks.
Personal data is stored securely in a range of different places including HR management systems, the Company’s IT systems (including email) and in paper format.
Why do we process this data?
The Company needs to process data to take steps at your request prior to entering into a contract with you, we also need to process your data to enter into a contract with you. In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, it is required that we check a successful applicant’s eligibility to work in the UK.
The Company 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 Company:
- to manage the recruitment process
- to assess and confirm a candidate’s suitability for employment
- to decide who to offer employment or work
- to make decisions about salary and other benefits
- to assess training needs
- to respond to and defend against legal claims
The Company processes health information it if needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out our obligations and exercise specific rights in relation to employment.
Where we process other special categories of data, such as information about your ethnic origin, health, age, gender or marital status this is done for the purposes of equal opportunities monitoring with the explicit consent of job applicants, which can be withdrawn at any time. Where this data is to carry out specific legal obligation we do not need your consent.
For some roles the Company is obliged to seek information about criminal convictions and offences. Where we seek this information, we do so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment. This data could be collected at the recruitment stage or during your employment should you be successful in obtaining employment.
Who has access to data?
Your information will be shared internally for the purposes of the recruitment process. This includes colleagues of the Company involved in recruitment e.g. HR, Managers, PAs, Administrators, IT and externally with recruitment agencies, testing and profiling providers, HR software providers, as applicable.
We will not share your data with third parties, other than outlined above, unless your application is successful and we make you an offer of employment. We will then share your data with former employers to obtain a reference, employment/background check providers and disclosure services to obtain necessary criminal record checks.
How do we protect your data?
We take the security of your data seriously and have implemented processes to ensure that your data is not lost, accidentally destroyed, misused or disclosed and is not accessed except by our employees in the proper performance of their duties.
How long do we keep your data?
We only keep your data of as long as we need it. If your application is not successful we will hold your data for a period of six months after the end of the recruitment process. At the end of this period, or if you have withdrawn your consent, your data is deleted or destroyed.
If your application is successful, personal data gathered during the recruitment process will be transferred to your personal file and retained during your employment. The periods for which your data will be held are contained in our privacy notice – employees and will be accessible on the commencement of your employment.
Your rights
As a data subject you have a number of rights and these are:
- the right to be informed. This means that we must tell you how we use your data, and this is the purpose of the privacy notice
- the right of access. You have the right to access the data we hold on you. To do so you should make a subject access request
- the right for any inaccuracies to be corrected. If any data that we hold on you is incomplete or inaccurate, you are able to request us to correct it
- the right to have information deleted. If you would like us to stop processing your data, you have the right to ask us to delete it from our systems where you believe there is no reason for us to continue to process it
- the right to restrict the processing of the data. For example, if you believe the data we hold is incorrect, we will stop processing the data (whilst still holding it) until we have ensured that the data is correct
- the right to portability. You may transfer the data that we hold for your own purposes
- the right to object to the inclusion of any information. You have the right to object to the way we use your data where we are using it for legitimate purposes
- the right to regulate any automated decision-making and profiling of personal data. You have a right not to be subjected to automated decision making that affects your legal rights
If you would like to exercise any of these rights please contact the people team on hr@digitalspace.co.uk
If you believe that the Company has not complied with your data protection rights you can complain to the Information Commissioner (ICO).
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to the Company 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. You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you chose not to provide such information.
Automated decision making
The Company’s recruitment processes are not based solely on automated decision making.
This privacy notice may be varied from time to time