McGee Group (Holdings) Limited (“McGee”) is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. You are being sent a copy of this privacy notice because you have expressed an interest in working for us (whether as an employee, worker or contractor). This document is intended to let you know how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR).
DATA PROTECTION PRINCIPLES
We will comply with data protection law and principles, which means that your data will be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely.
THE KIND OF INFORMATION WE COLLECT
In connection with your application to work for us, we will collect, store, and use a variety of information about you, including:
- Your personal details – name, address, phone number(s), title, date of birth, gender and National Insurance number
- The information you have provided on your application form, including your education and employment history, qualifications (education and professional), referees and other information such as social media profiles, salary and leave details and HMRC forms
- Test results used as part of the application process
- Information required to demonstrate a right to work, including your nationality, passport and visa information
As part of the recruitment process, we may also collect, store and use some sensitive personal information, for example in relation to your race or ethnicity, religious beliefs, sexual orientation and health, including any medical condition, health and sickness records. This is collected for statistical and equal opportunities purposes and also to enable us to deal with any legal claims in an employment tribunal or court. We may also process information about criminal convictions and offences.
HOW IS YOUR PERSONAL INFORMATION COLLECTED?
We will collect personal information about you from various sources, including:
- From you directly or through an employment agency;
- Through interactions with you throughout the recruitment process;
- Employment and personal references;
- Social media profiles and activity;
- Other agencies, for example background check providers, credit reference agencies or criminal records checks permitted by law.
HOW WE WILL USE INFORMATION ABOUT YOU
We will use the personal information we collect about you to:
- Assess your skills, qualifications, and suitability for a vacancy with McGee;
- Communicate with you about the recruitment process;
- Keep records related to our recruitment processes; and
- Comply with legal or regulatory requirements.
- We are permitted to process data where we have a legal basis for doing so. It is in our legitimate interests to decide whether to appoint you to work for McGee since it would be beneficial to our business to recruit for a vacancy.
If you fail to provide personal information
Certain information, for example in relation to your qualifications or right to work, have to be provided to enable us to consider you application and to enable us to consider offering you a contract of employment. If you fail to provide information when requested, which is necessary for us to consider your application we will not be able to process your application successfully and your application will not be considered further in the recruitment process.
HOW WE USE PARTICULARLY SENSITIVE PERSONAL INFORMATION
Some categories of data are classified as particularly sensitive, for example in relation to race, trade union membership or health. We will use your particularly sensitive personal information in a number of ways, including:
- To assess whether we need to make any appropriate adjustments during the recruitment process, for example whether adjustments need to be made during an interview;
- Ensuring meaningful equal opportunity monitoring and reporting.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision‐making.
Occasionally, we may share your personal information with a third party, for example a background check agency. We will only share your personal information with the third party for the purposes of processing your application. All our third‐party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
Your data will be stored in a range of different places, including our email system and candidate tracking spreadsheets. We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need‐to‐know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
We will retain your personal information for a period of six months after we have communicated to you our decision about whether to appoint you to work for McGee. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with applicable laws and regulations.
If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.
YOUR RIGHTS IN CONNECTION WITH PERSONAL INFORMATION
Under data protection law, you have rights including:
- Your right of access ‐ You have the right to ask us for copies of your personal information.
- Your right to rectification ‐ You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure ‐ You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing ‐ You have the right to ask us to restrict the processing of your information in certain circumstances.
- Your right to object to processing ‐ You have the right to object to the processing of your personal data in certain circumstances.
- Your right to data portability ‐ You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the Head of Legal & Risk in writing at 5 Hatfields, Level 9 Alto Tower, London SE1 9PG or email firstname.lastname@example.org.
Our Head of Legal & Risk will monitor compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the Head of Legal & Risk in writing at 5 Hatfields, Level 9 Alto Tower, London, SE1 9PG or email email@example.com. You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address is:
Information Commissioner’s Office Wycliffe House
Helpline number: 0303 123 1113