TeamTailor privacy notice
This notice sets out what personal information we collect from you as part of our recruitment process, and what we do with it. We have outsourced our recruitment process to TeamTailor, who acts on our behalf to manage the process.
Whether you apply for a role directly from the job ad, through LinkedIn, or through a recruiter, we store your application details with TeamTailor. Typically this will include your name, contact details, previous work experience, education and qualifications, and other information relevant to support your application, including your CV.
Our HR team and the relevant hiring manager will have access to your application. Sometimes other team members will also need to see your CV. If you are put forward for a role by a recruitment agency, they will also have access to your information until the point you accept any offer we make. The recruiter continues to have access to your application data if you are rejected.
Public social media, websites and blogs
As part of the candidate review, if it is relevant, we will assess your LinkedIn profile. This is only in relation to information relevant to the role, and to assess your capability to perform the duties described in the role.
As well as our interview notes, we typically also collect information on your work experience, notice period, and salary expectations and store this in TeamTailor.
Equal opportunities monitoring information
We will send an optional form to be filled in which will help us monitor our performance in attracting a diverse candidate pool.
If you are unsuccessful we will keep your CV or application data, interview notes, and salary expectations for 90 days.
If we consider that you might be suitable for other roles in the future, we will ask you if you want us to add you to a ‘talent pool’ on TeamTailor so that we can contact you about these other roles. We will keep your information in this talent pool for 3 years unless you opt-out. If you agree to this but then change your mind, please e-mail firstname.lastname@example.org or let us know at any stage of the recruitment process.
Our HR team will contact you to make an offer and ask for other details we require for your contract, references, and pre-employment checks. Typically this will include ID documents, referee names and contact details, bank details, and National Insurance number. We keep this information in our HR system HiBob. In general, we keep personnel files for as long as we employ you plus a further seven years. We have legal requirements to keep some information for specific time periods, for example, where we sponsor a person’s visa. We have an HR retention schedule to cover all the different types of HR personal information and the different time requirements.
We carry out certain checks on all new employees and contractors. Specifically, we will check the following.
Aggregated data collected automatically
TeamTailor automatically collects certain data relating to the use of their service. This data is aggregated and compiled from statistics, such as internet traffic or geological location. The aggregated data does not contain any information that can be used to identify individuals.
Your rights and choices
You are entitled to see the personal information we hold about you.
Please note that under data protection law we do not have to disclose personal data contained in a confidential reference we have given or received for the purposes of prospective or actual:
education, training or employment of an individual;
placement of an individual as a volunteer;
appointment of an individual to office; or
provision by an individual of any service.
You are entitled to correct personal information we hold about you that is inaccurate. If you think that any of the information we hold about you is not accurate, please contact us setting out the inaccuracy, the correct information, and any relevant evidence.
In certain circumstances you are entitled to ask us to delete the personal information we hold about you.
In certain circumstances you are entitled to object to us processing your personal information.
In certain circumstances you are entitled to ask us to restrict our processing of your personal information.
You can ask us to do this if you dispute the accuracy of your personal information; if our processing is unlawful but you prefer restriction to deletion; if we no longer need the information but you need it for legal reasons; or if you have objected to our processing and we are still dealing with this objection.
In certain circumstances you are entitled to receive the personal information you have provided us in a structured, commonly used and machine-readable format.
Complain to the ICO
You can also complain to the Information Commissioner's Office (ICO) who is responsible for making sure that organisations comply with the law on handling personal information. (https://ico.org.uk/global/contact-us/).
UK data protection law requires an organisation to have a lawful basis for its personal data collection and use, and there are several lawful bases available.
Performance of a contract
When you apply for a job with us we need certain information from you to assess your suitability for the role and to decide whether to offer you the job.
Some personal data collection and use is in our legitimate business interests.
Talent pool: to keep information on good candidates who were not successful in a specific role so that we can contact you later on if we think you are a good fit for another role.
Background checks: to check the facts you have given us about your employment history and qualifications.
ID and ‘Right to Work’ checks.
For background checks involving sensitive data, such as records of criminal activity.
Address: RMP Enterprise, Piano House, 9 Brighton Terrace, Brixton, SW98DJ