Data Protection Privacy Notice (Recruitment)
This notice explains what personal data (information) we will hold about you, how we collect it, and how
we will use and may share information about you during the application process. We are required to
notify you of this information, under data protection legislation. Please ensure that you read this notice
(sometimes referred to as a ‘privacy notice’) and any other similar notice we may provide to you from
time to time when we collect or process personal information about you.
Who collects the information
Atomic Multimedia Consultants Ltd (the ‘Organisation’) is a ‘data controller’ and gathers and uses certain
information about you. Where the Organisation is also a ‘data processor’, we will process information
received from third parties about you.
Data protection principles
We will comply with the data protection principles when gathering and using personal information, as
set out in our Data Protection Policy.
About the information we collect and hold
The table set out on the following pages summarises the information we collect and hold up to and
including the shortlisting stage of the recruitment process, how and why we do so, how we use it and
with whom it may be shared.
The table below also summarises the additional information we collect before making a final decision to
recruit, i.e. before making an offer of employment unconditional, how and why we do so, how we use it
and with whom it may be shared.
We seek to ensure that our information collection and processing is always proportionate. We will notify
you of any changes to information we collect or to the purposes for which we collect and process it.
Where information may be held
Information may be held at our offices and third-party agencies, service providers, representatives and
agents. Information may be transferred internationally including to countries that do not have data
protection laws equivalent to those in the UK. We have security measures in place to seek to ensure that
there is appropriate security for information we hold.
How long we keep your information
We keep the personal information that we obtain about you during the recruitment process for no
longer than is necessary for the purposes for which it is processed. How long we keep your information
will depend on whether your application is successful and you become employed by us, the nature of
the information concerned and the purposes for which it is processed.
We will keep recruitment information (including interview notes) for no longer than is reasonable, taking
into account the limitation periods for potential claims such as race or sex discrimination (as extended to
take account of early conciliation), after which they will be destroyed. If there is a clear business reason
for keeping recruitment records for longer than the recruitment period, we may do so but will first
consider whether the records can be pseudonymised, and the longer period for which they will be kept.
If your application is successful, we will keep only the recruitment information that is necessary in
relation to your employment. Further details on our approach to information retention and destruction are available in our Retention
Policy.
Your rights to correct and access your information and to ask for it to be erased
Please contact Rob Curley , who can be contacted by telephone on +44 115 941 1444 or in writing c/o 11
Brightmoor Street, Nottingham, NG1 1FD, if (in accordance with applicable law) you would like to correct
or request access to information that we hold relating to you or if you have any questions about this
notice. You also have the right to ask Rob Curley for some but not all of the information we hold and
process to be erased (the ‘right to be forgotten’) in certain circumstances Rob Curley will provide you
with further information about the right to be forgotten, if you ask for it.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally
lost, used or accessed in an unauthorised way. We limit access to your personal information to those
who have a genuine 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.
How to complain
We hope that Rob Curley can resolve any query or concern you raise about our use of your information.
If not, contact the Information Commissioner at https://ico.org.uk/concerns/ or telephone: 0303 123
1113 for further information about your rights and how to make a formal complaint.
Schedule relating to the information we collect and hold
Part A - Up to and including the shortlisting stage
The information we collect How we collect the
information
Why we collect the
|
The Information we Collect
|
How we collect the information
|
Why we collect the information
|
How we use and may share the information
|
|
Your name and contact details
(i.e. address, home and mobile
phone numbers, email
address)
|
From you
|
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
|
To enable HR personnel and/or
the relevant manager to
contact you to progress your
application, arrange interviews
and inform you of the outcome
To inform the relevant
manager or department of
your application
|
|
Details of your qualifications,
experience, employment
history (including job titles,
salary and working hours) and
interests
|
From you, in the
completed application
form and interview
notes (if relevant)
|
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
|
To make an informed
recruitment decision
The person making the
shortlisting decision will
receive pseudonymised or
anonymised details only; if you
are invited for interview, the
interviewer will receive
non-anonymised details
|
|
Your racial or ethnic origin, sex
and sexual orientation,
religious or similar beliefs
|
From you, in a
completed anonymised
equal opportunity
monitoring form
|
To comply with our legal
obligations and for reasons
of substantial public interest
|
To comply with our equal
opportunities monitoring
obligations and to follow our
equality and other policies
For further information, see **
below
|
|
Information regarding your
criminal record
|
From you, in your
completed application
form
|
To comply with our legal
Obligations
For reasons of substantial
public interest and protecting
the public against dishonesty
|
To make an informed
recruitment decision
To carry out statutory checks
Information shared with DBS
and other regulatory
authorities as required
For further information, see **
below
|
|
Details of your referees
|
From your completed
application form
|
Legitimate interest: to carry
out a fair recruitment
process
|
To carry out a fair recruitment
process
To comply with
legal/regulatory obligations
Information shared with
relevant managers, HR
personnel and the referee
|
information
How we use and may share
the information
Part B
Before making a final decision to recruit
|
The Information we Collect
|
How we collect the information
|
Why we collect the information
|
How we use and may share the information
|
|
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 and/or
education providers *
|
From your referees
(details of whom you will
have provided)
|
Legitimate interest: to
make an informed
decision to recruit
To comply with our legal
Obligations
Legitimate interests: to
maintain employment
records and to comply
with legal, regulatory and
corporate governance
obligations and good
employment practice
|
To obtain the relevant reference about you
To comply with legal/regulatory obligations
Information shared with relevant managers
and HR personnel
|
|
Information regarding your
academic and professional
qualifications *
|
From you, from your
education provider
and/or the relevant
professional body
|
Legitimate interest: to
verify the qualifications
information provided by
you
|
To make an informed recruitment decision
|
|
Your nationality and
immigration status and
information from related
documents, such as your
passport or other
identification and immigration
information *
|
From you and, where
necessary, the Home
Office
|
To enter into/perform the
employment contract
To comply with our legal
Obligations
Legitimate interest: to
maintain employment
records
|
To carry out right to work checks
Information may be shared with the Home
Office
|
You are required (by law or in order to enter into your contract of employment) to provide the categories
of information marked * above to us to enable us to verify your right to work and suitability for the
position.
** Further details on how we handle sensitive personal information and information relating to any
unspent criminal convictions and offences can be provided on request.