Up to and including the shortlisting stage
| The data we may collect depending on the requirements of the role applied | How we collect the data | Why we collect the data (purpose) | Legal basis for processing | How we may share the data |
|---|---|---|---|---|
| Your name and contact details (i.e. address, home and personal mobile phone numbers, personal email address) | From you |
So that we can contact you by letter, email, or phone where necessary to progress your application, arrange interviews and inform you of the outcome at all stages To inform the relevant manager or department of your application |
Legitimate interest: to carry out a fair recruitment process Legitimate interest: to progress your application, arrange interviews and inform you of the outcome at all stages |
With HR personnel or the manager of the relevant department, to enable them to contact you. |
| Details of your qualifications, experience, employment history (including job titles) | From you, in the completed application form and interview notes (if relevant) | So that we can make an informed decision about which candidates to shortlist for interview and ultimately recruit |
Legitimate interest: to carry out a fair recruitment process Legitimate interest: to make an informed decision to shortlist for interview and (if relevant) to recruit |
If you are invited for interview, the interviewer will receive non-anonymised details |
After the final offer and before making a final decision to onboard
| The data we may collect depending on the requirements of the role applied | How we collect the data | Why we collect the data (purpose) | Legal basis for processing | How we may share the data |
|---|---|---|---|---|
| Information about your previous academic and/or employment history, including details of any conduct, grievance or performance issues, appraisals, time and attendance, from references obtained about you from previous employers (Background check) |
From your referees (details of whom you will have provided) | So that we can make an informed decision about your recruitment |
Legitimate interest: to make an informed decision to recruit To comply with our legal obligations Legitimate interests: to maintain employment records and good employment practice |
Information shared with relevant managers and HR personnel |
| Information regarding your academic grades | From you, from your education provider | To make an informed recruitment decision | Legitimate interest: to verify your academic grades | Information shared with relevant managers and HR personnel |
| Data regarding your criminal record | From you and/or from the Disclosure and Barring Service (DBS) |
To make an informed recruitment decision To carry out statutory checks in accordance with our legal obligations |
Legitimate interest: to verify your criminal records data For reasons of substantial public interest (preventing or detecting unlawful acts, suspicion of terrorist financing or money laundering in the regulated sector) |
Information shared with DBS and other regulatory authorities as required |
| Your nationality and immigration status and data from related documents, such as your passport or other identification and immigration information | From you and, where necessary, the immigration authority in your country of residence |
To enter into/perform the employment contract To carry out right to work checks in accordance with our legal obligations |
Legitimate interest: to maintain employment records To carry out obligations and exercise rights in employment law |
Information may be shared with the immigration authority in your country of residence. |
| A copy of your driving licence | From you |
To make an informed recruitment decision To enter into/perform the employment contract To comply with our legal obligations and with the terms of our insurance |
Legitimate interest: to ensure you can legally drive Legitimate interests: to ensure you are fit to perform the duties To carry out obligations and exercise rights in employment law |
Information may be shared with our insurer |
| Data relating to your health | From you and/or your medical practitioner or the Company doctor |
To make an informed recruitment decision To enter into/perform the employment contract To comply with our legal obligations |
Legitimate interests: to ensure you are fit to perform the duties For the purposes of obligations and rights in employment and social security law |
Information may be shared with our insurer |