Privacy Notice for Job Applicants
As part of our recruitment processes, Sharp Life Science (EU) Limited (“SLS”) collects and processes personal data relating to job applicants. SLS is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information do we collect?
The organisation collects information including:
- your name, 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
- information about your entitlement to work in the UK
Data is gathered from documents supplied by you (or agents acting on your behalf) such as CVs, covering letters, your passport or other identity documents, or collected through the interviews process including online tests.
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 ask your permission before 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 does the organisation process personal data?
SLS needs to process data to take steps at your request prior to entering into a contract with you. We also need to process your data to enter into a contract with you.
In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant’s eligibility to work in the UK before employment starts.
SLS has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows SLS to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. SLS may also need to process data from job applicants to respond to and defend against legal claims.
SLS processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
SLS will not use your data for any purpose other than the recruitment exercise for which you have applied. If you have applied for a vacancy and we believe your skills and experience are better suited to another vacancy, we may pass your details on to the relevant recruiting manager/team. If you would prefer to be considered only for the vacancy for which you have applied, please inform us in your cover letter.
Who has access to data?
Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR 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.
SLS will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. With your permission, we may then share your data with former employers to obtain references for you.
The organisation will not transfer your data outside the European Economic Area.
How does SLS protect data?
The organisation takes the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties. These include a data protection policy, restricted access to your data and training for all staff to ensure understanding of and compliance with data protection regulations.
For how long does the organisation keep data?
If your application for employment is unsuccessful, SLS will hold your data on file for 12 months after the end of the relevant recruitment process. If you request or agree to allow SLS to keep your personal data on file, we will hold your data on file for a further 12 months for consideration for future employment opportunities. At the end of that period or once you withdraw your consent, your data will be deleted or destroyed.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request
- require SLS to change incorrect or incomplete data
- require SLS to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
- object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing
- ask the organisation to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the organisation’s legitimate grounds for processing data.
If you would like to exercise any of these rights, please contact our HR team email@example.com or Sharp Life Science (EU) Ltd, Edmund Halley Road, Oxford Science Park, OX4 4GB.
If you believe that SLS has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to SLS during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.