As part of our recruitment process and the delivery of recruitment services to our clients and applicants, aap3 collects and processes personal data relating to candidates.
We are committed to being transparent about how we collect and use candidate that data and to meeting our data protection obligations under The Data Protection Act 2018 and UK GDPR.
Our Recruitment Privacy Notice only applies to the personal data aap3 collects and processes in respect of candidates and job applicants who submit their details to our business. By submitting your personal data to aap3, you acknowledge that:
- You have read and understood this Privacy Notice and provide consent for aap3 to the use of your personal data as set out herein
- You are not required to provide any requested information to us, but failing to do so may result in not being able to continue your candidacy for the job for which you have applied
- All of your representations are true and correct to the best of your knowledge and belief, and you have not knowingly omitted any related information of an adverse nature. Providing any inaccurate information may make you ineligible for employment.
- This Privacy Notice does not form part of any contract of employment offered to candidates hired by aap3.
What information does aap3 collect?
The following describes the information aap3 aims to collect and process on behalf of candidates
- Your name, address and contact details, including email address and telephone number
- Details of your qualifications, skills, experience and employment history
- Whether or not you have a disability for which we may need to make reasonable adjustments during the recruitment process
- Information about your entitlement to work in the UK
At the recruitment stage (pre-employment) aap3 collects this information via the submission of your CV. We also may collect personal data about you from third parties such as:
- Other professional recruiting firms
- Your referees and your listed previous employers
- The Disclosure and Barring Service (DBS),
- Employment background check providers
The information we collect, and process is to the extent permitted by applicable law and will be used for the purposes of supporting your search and application for employment via aap3.
This information will be collected with your permission only.
The data collected will be stored and processed within our HR database, via email and other IT systems within the aap3 data environment and will not be shared with 3rd parties for purposes other than recruitment.
Why does aap3 process personal data?
We process data for the purposes of entering into a contract with your search for suitable and comparable employment. Consent to do so is provided by submission of personal details to aap3 via our website, direct communication or by referral originated by yourself.
We may seek the consent of individuals under the premise of legitimate interests when we believe that employment opportunities exist on the basis of your skills, experience and capabilities.
In some cases, aap3 needs to process data to ensure that we comply with legal obligations and that you have suitable eligibility to work in the UK. The extent of processing is relevant to the purposes of seeking employment and consent will be requested in advance of such processing.
We retain a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows aap3 to manage and optimise the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job.
We may also need to process data from job applicants to respond to and defend against legal claims.
Where the aap3 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 employees or workers and has concluded that they are not.
We process health information if reasonable adjustments to the recruitment process for candidates who have a disability is required but not to impede or discriminate against candidates and will retain compliance with The Disability Discrimination Act 1995 at all times.
This is to carry out our obligations and exercise specific rights in relation to employment.
For some roles as directed by the employer aap3 are obliged to seek information about criminal convictions and offences. Where we seek this information, we do so because it is necessary for aap3 carry out our obligations and exercise specific rights in relation to employment.
We will not use your data for any purpose other than the recruitment exercise for which you have applied.
Who has access to data?
Your information will be shared internally for the purposes of the recruitment exercise across our recruitment function.
As specified aap3 does not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment.
We shall then share your identity data with former employers and background employment providers to obtain references for you. Only employment opportunities that require DBS vetting will result in such vetting being undertaken.
As a result of the above processing aap3 will not transfer your data outside the UK and/or European Economic Area.
How does aap3 protect your data?
We take the security of your data seriously and maintain active security measures to protect our information processing environments from external threats and breaches of integrity. App3 is certificated to ISO27001 to ensure that Information Security is maintained and that operational processes are established to place effective control over staff provisioning and access to personally identifiable information (PII) relating to candidates.
We maintain policies and controls to ensure that your data is not:
- Accidentally destroyed
- Misused or disclosed
- Accessed by any resources except aap3 employees in the proper performance of their duties.
For how long does the organisation keep data?
We maintain access to your data under the consent provided until such time that you request that we no longer process it. Aap3 believes that retention of your data provides a greater level of service as a recruitment provider should we retain a positive relationship with candidates.
To ensure that the data we process remains valid we shall initiate contact with candidates at regular intervals to request updates to the information set we process at which point consent for its use can be confirmed or removed by the candidate.
As a data subject, you have a number of rights. You can:
- Access and obtain a copy of your data on request
- Require aap3 to change incorrect or incomplete data
- Require aap3 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 aap3 is relying on its legitimate interests as the legal ground for processing
- Ask aap3 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 our Recruitment Team via – firstname.lastname@example.org
If you believe that aap3 has not complied with your data protection rights, you can complain to the Information Commissioner. Second Step registration number is Z5657067
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to aap3 during the recruitment process. However, if you do not provide your information, we may not be able to provide recruitment services to you.
Recruitment processes are not based solely on automated decision-making and take into consideration your employment history and the information we record via interactions with you as candidates.