January 31, 2019
Job Applicant Privacy Notice
KL Communications Ltd (‘We/Us’) is (are) committed to protecting and respecting your privacy. This Privacy Notice sets out the basis on which the personal data collected from you, or that you provide to us, will be processed by us in connection with our recruitment processes. Please read the following carefully.
Where you apply for a job opening posted by us, these Privacy Notice provisions will apply to our processing of your personal information in addition to our other Privacy Notice which has been provided to you separately or is available on Our Website.
Where you apply for a job opening via the application function on a job site or similar online service provider, you should note that they may or may not retain your personal data. You can check their Privacy Notice in protecting your personal data when you are using their sites.
For the purpose of the General Data Protection Regulation (“GDPR”) the Data Controller is “KL Communications Ltd”.
What information do we collect?
We collect range of information about you. This includes:
- information that you provide when you apply for a role. This includes information provided through an online job site via email, in person at interviews and/or any other method, verbally, in your CV or in other written form.
- more specifically, your full name, title, 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;
- our correspondence if you contact us; and
- a record of your progress through any hiring process that we may conduct;
We may collect 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.
We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from third parties only once a job offer to you has been made and will inform you that we are 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 do we process personal data?
We have a legitimate interest in processing personal data during the recruitment process and in keeping records of the process. Processing data from job applicants allows us to manage 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.
In some cases, we need to process data to ensure that we are complying with its legal obligations. For example, it is mandatory to check a successful applicant’s eligibility to work in the UK before employment starts.
If your application is unsuccessful, we may keep your personal data on file in case there are future employment opportunities for which you may be suited. Our recruitment officer will offer you this option when it comes to it.
If you fail to provide personal information
You are under no obligation to provide the Company with data during the recruitment process. However, if you do not prove certain information when requested, the Company may not be able to process your application for employment properly or at all.
You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for you if this information is not provided.
Who has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes members from 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.
We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks.
How do we protect data?
Your personal information if in electronic form will be stored on email server, local drives, company desktops/laptops, which are both virus-software checked and protected. All tangible documents provided by you will be stored in our office and they will be safely put in a file cabinet with locks, which is only accessible by authorised people .
We take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost, or used or accessed in an unauthorised way.
We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where We are legally required to do so.
Unfortunately, the transmission of information via the internet is not completely secure. Although We will do Our best to protect your personal data, We cannot guarantee the security of your data transmitted through any online means, therefore any transmission remains at your own risk.
For how long do we keep data?
If your application for employment is unsuccessful, we will hold your data on file for 6 (six) months after the end of the relevant recruitment process. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed. You will be asked when you submit your CV whether you give us consent to hold your details for the full 12 months in order to be considered for other positions or not.
If you agree to allow us to contact you for consideration for future employment, we will hold your data on file for a further 3 (three) years.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your Human Resources file (electronic and paper based) and retained during your employment.
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; and
- object to the processing of your data where we are relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact Daniel Chai at firstname.lastname@example.org.
If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.