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Green Ink Publishing Services is a “data controller”. This means we are required under data protection legislation to notify you of how we will collect, process and store your personal data during the application and recruitment process. We will also explain what rights you have in relation to how we process your personal data.
We are required by law to ensure that when processing any of your personal data that it is:
In order to process your job application, we will collect the following information about you:
We may also collect, store and use the following ‘special categories’ of more sensitive personal information:
We will collect this information from a range of sources, which will include your application form, CV, passport or other identity documents, or information provided directly by you through interviews or other forms of assessment.
Green ink may also collect personal data about you from third parties, such as references supplied by former employers, employment agencies, and social media.
If we receive an unsolicited CV at any time, we may retain this unsolicited data on file.
We will need to process your personal data for one or more of the following lawful bases.
(a) Where we need to process your personal data to take specific steps at your request before entering into a contract with you or we need to process data to enter into a contract with you. This may include making reasonable adjustments to the recruitment process to accommodate disabilities as and when requested.
(b) Where we need to process your personal data to comply with a legal obligation, for example if your application is successful we will check your right to work in the UK before a job offer is made.
(c) Our legitimate reason for processing your personal data is to enable us to gather data so that we can assess which candidate’s skills and experience best match our job role requirements and is therefore most suitable for employment. We also need to process job application information in order to respond to and defend against any legal complaints. We will process your personal data for these legitimate reasons provided that your interests and fundamental rights do not override those interests.
(d) Where we need to protect your interests (or someone else’s interests).
(e) Where it is needed in the public interest or for official purposes.
We will use your personal information for specific purposes. The list below describes the purpose of our processing, the personal data involved (from clause 3 above) and the lawful basis for our processing (from clause 5 above):
|Purpose||Personal data involved||Lawful basis for processing|
|To communicate with you||Your contact details||Contract|
|Assessing suitability to perform the role||Your application form and CV (details of your qualifications, skills, experience and employment history)||Contract|
|Assessing suitability to perform the role||Interview and assessments||Contract|
|Assessing suitability to perform the role||References||Consent*|
|Checking your right to work in the UK||Passport||Legal obligation (employment
*If references are required, consent will be implicitly obtained when you supply details.
The company will not use your data for any purpose other than recruitment purposes.
We will only ask you to provide information which we believe is necessary for the application and recruitment process. You are under no statutory or contractual obligation to provide data during the recruitment process. However, if you do not provide sufficient information, we may not be able to process your application properly or at all. Also, we may not be able to meet our legal obligations towards you with regard to reasonable adjustments.
We have indicated above a list of circumstances in which we will use your data. We will usually only use your personal data as indicated. However, if we consider that it is necessary and reasonable to use your personal data for an unrelated purpose, we will notify you and explain the legal basis which allows us to do so.
Any personal data which reveals your ethnic origin, political opinions, religious and philosophical beliefs, trade union membership, genetic, biometric or health data, sex life and sexual orientations will be regarded as special categories of personal data. We will only use this data in the following ways:
There may be circumstances where we need to process this type of information for legal claims or to protect your interests (or someone else’s) and you are not able capable of giving your consent or where the relevant information has already been made public.
|Purpose||Category of personal data||Lawful basis||Additional condition for processing|
|Equal opportunity monitoring||Race information||Contract||Consent|
|Reasonable adjustments||Health and disability||Contract||Consent|
If we are using your sensitive personal data in accordance with the lawful purposes set out in this privacy notice, in these circumstances we do not need your written consent to use sensitive personal data.
However, in limited circumstances, we may request your written consent to allow us to process your sensitive personal data. If it becomes necessary to request your consent to process your sensitive personal data, we will provide you with details of the information that we require and why we need it, so that you can decide whether you wish to provide your consent. It is not a condition of applying for the role with us that you must agree to any request for consent. Giving consent will always be a decision made by your freewill/choice.
Given the nature of the role and duties you will perform we will not request and hold information about criminal convictions.
During the application and recruitment process we will not rely on any automated decision-making.
We will not share your data with third parties, unless your application for employment is successful and you accept our offer of employment.
If that occurs, we will then share your data with:
Former employers to obtain references for you.
Some personal data may be transferred outside the EEA.
We take your privacy and protection of data very seriously. Consequently, we have put in place appropriate security measures to prevent unauthorized use of your personal data. Details of the measures which are in place can be obtained from Heather Broad or any member of the Green Ink management team. We will notify you and any applicable regulator of any suspected unauthorized use of your personal data.
We will retain your personal data for as long as is necessary to fulfil the purposes for which it was collected for.
If your application for employment is unsuccessful, we may hold your data on file for 6 months after the end of the relevant recruitment process.
We may keep your personal data on file after that period, for consideration for future employment opportunities. If you withdraw your consent, your data will be 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 available in our data retention policy.
Your data will be stored in a number of different places, including on your application record, in HR management systems and other ICT systems (including email), and on hard copy.
So that we can ensure that the personal data we hold in relation to you are accurate, it is important that you keep us informed of any changes to that data.
Subject to legal limitations you have the right to:
If you wish to exercise any of the above rights please contact Heather Broad (email@example.com) in writing.
You will not be expected to pay a fee to obtain your personal data unless we consider that your request for access to data is unfounded or excessive. In these circumstances we may charge you a reasonable fee or refuse to comply with your request. We may also charge a reasonable fee where we have supplied a copy of your personal data and you then request another copy of the same information.
Whenever you make a request for access to personal data, we may ask questions to confirm your identity to ensure that we are releasing personal data to the correct person.
If we have asked for your written consent to obtain information, you have the right to withdraw that consent at any time. To withdraw your consent please contact Heather Broad (firstname.lastname@example.org) in writing. Once we receive your notice of withdrawal we will cease processing your data unless we have any other lawful basis on which to continue processing that data.
The recruitment manager will ensure that your personal information is handled in accordance with this privacy notice, data protection laws and any changes that might be made to those laws. If you have any concerns or complaint relating to how we process your personal data, you are entitled to contact the Information Commissioner’s Office. This office oversees all UK data protection issues.
This notice does not form part of any contract of employment or any other contract to provide services. We reserve the right to amend or update this privacy notice at any time. We will provide you with a new notice when we make any updates.
To exercise all relevant rights, queries or complaints, please in the first instance contact Heather Broad at email@example.com. If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, UK.
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|I acknowledge that on [ / / ](date), I received a copy of Green Ink Publishing Services Ltd Privacy Notice for job applicants and that I have read and understood it.
Printed name of job applicant