PRIVACY POLICIES

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  • JOB APPLICANTS PRIVACY NOTICE

    HOST 2 LTD Job Applicant Privacy Notice


    HOST 2 Limited is committed to protecting and respecting your privacy. We take your privacy very seriously and we ask that you read this Privacy Notice carefully as it contains important information about: the personal data we collect about you, how we look after your personal data when you visit our website and campuses, with who your personal data might be shared; and your privacy rights.


    As part of any recruitment process, HOST collects and processes personal data relating to job applicants. HOST is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.


    What information does HOST collect?


    HOST collects a range of information about you. This includes:

    • your name, address and contact details, including email address and telephone number;
    • details of your qualifications, skills, experience and employment history;
    • information about your current level of remuneration, including benefit entitlements;
    • whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process;
    • 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

    HOST collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.


    HOST will also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. HOST will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.


    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).


    Why does HOST process personal data?


    HOST needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.


    In some cases, HOST 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.


    HOST 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 to whom to offer a job. HOST may also need to process data from job applicants to respond to and defend against legal claims.


    Where HOST relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of job applicants, team members or workers and has concluded that they are not.


    HOST processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.


    Where HOST processes other special categories of data, such as information about ethnic origin, sexual orientation, health, religion or belief, 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 by contacting the Information Officer at dpa@host-somerset.co.uk or by telephone 01278 559424.


    For all roles, HOST is obliged to seek information about criminal convictions and offences. Where HOST seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment and comply with a regulatory requirement to establish whether or not an individual has committed an unlawful act or been involved in dishonesty or other improper conduct. After the application process HOST is also obliged to test all team members for drugs and alcohol. This is a condition of employment for successful applicants.


    If your application is unsuccessful, HOST will keep your personal data on file in case there are future or other employment opportunities for which you may be suited. HOST will keep your data for this purpose for 6 months and you are free to withdraw your consent at any time by contacting the Information Officer at dpa@host-somerset.co.uk, via telephone 01278 559424 or in writing to Information Officer, Sedgemoor Campus, Power Lane, Bath Road, Bridgwater, Somerset, TA6 4DE.


    Who has access to data?


    Your information will be shared internally and with our sub-contractors where appropriate for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.


    HOST may advertise some of our roles on employment websites and employment portals.


    HOST may also obtain applications from recruitment consultants who are actively recruiting on our behalf.


    If you choose to upload your CV or application via one of these methods, we advise you check the sites and/or consultant’s privacy/legal notice and are in agreement with all before submitting or applying.


    HOST will not share your data with third parties apart from our sub-contractors as mentioned above, unless your application for employment is successful and it makes you an offer of employment. HOST will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks, and the Disclosure and Barring Service to obtain necessary criminal records checks.


    If you are invited for an interview at one of our HOST campuses, please be aware we may use Automatic Number Plate Recognition. Our car parks are managed by a third party and data controller in their own right. Full details and their privacy notice can be found at the entry to our campus carparks. Our premises are also monitored by CCTV which is monitored by ourselves and the premises owner.


    HOST currently store your data within the UK. However, our website is hosted and managed for us utilising cloud storage in the US. Your security is achieved by having a contract in place that ensures the recipient will protect it to the same standard as the UK and EEA. This would be in the form of Standard Contractual Clauses for all restricted transfer.


    How does HOST protect data?


    HOST takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our team members in the proper performance of their duties.


    For how long does HOST keep data?


    If your application for employment is unsuccessful, the organisation will hold your data on file for 6 months after the end of the relevant recruitment process. If you agree to allow the organisation to keep your personal data on file, the organisation may hold your data on file for a further 18 months for consideration for future employment opportunities. At the end of that period or once you withdraw your consent, your data is deleted or destroyed.


    If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.


    Your rights


    As a data subject, you have a number of rights. You can:


    • 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;
    • Object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing; and
    • Ask the organisation to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the organisation's legitimate grounds for processing data

    If you would like to exercise any of these rights, please contact the Information Officer, via email at dpa@host-somerset.co.uk, or tel 01278 559424, or in writing to DPA, Sedgemoor Campus, Power Lane, Bath Road, Bridgwater, Somerset, TA6 4DE.  You can also make a subject access request by contacting the Information Officer.


    If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.


    What if you do not provide personal data?


    You are under no statutory or contractual obligation to provide data to HOST during the recruitment process. However, if you do not provide the information, HOST may not be able to process your application properly or at all. If your application is successful, it will be a condition of any job offer that you provide evidence of your right to work in the UK and satisfactory references.


    You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.


    Automated decision-making


    Recruitment processes are not based solely on automated decision-making.

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