Job Applicant Privacy Notice (GDPR)
As part of our recruitment process, Tensor collects and processes personal data relating to job applicants. Tensor is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
Data controller: Tensor plc, Tensor Systems Ltd, Tensor Time & Energy LLP, Energy Software Development LLP (‘Tensor’), Hail Weston House, Hail Weston, St Neots, CAMBS, PE19 5JY
Data protection officer email: firstname.lastname@example.org
Dated: 1st May 2018 | Version: 1.1
What information does Tensor collect?
Tensor collects a range of information about you. This includes:
- 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;
- whether or not you have a disability or medical condition for which Tensor needs to make reasonable adjustments during the recruitment process; and
- information about your entitlement to work in the UK.
Tensor 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.
Tensor may also collect personal data about you from third parties, such as references supplied by former employers and information from criminal records & financial checks to comply with Tensor’s security screening requirements. Tensor will seek information from third parties if we are considering a job offer as part of the pre-vetting phase. Further information will be sought by Tensor if a job offer is accepted.
Data will be stored in a range of different places, including on Tensor’s central Administration system, in our HR/Personnel systems and on other IT systems (including email).
Why does Tensor process personal data?
Tensor needs to process data to take steps at your request prior to entering into a contract with you. We may also need to process your data to enter into a contract with you.
In some cases, Tensor needs to process data to ensure that it is complying with its legal & trade industry obligations. For example, Tensor is required to check a successful applicant’s eligibility to work in the UK before employment starts.
Tensor 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 Tensor to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide on whom to offer a job. Tensor may also need to process data from job applicants to respond to and defend against legal claims.
Tensor may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. We may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. Tensor processes such information to carry out its obligations and exercise specific rights in relation to employment.
To comply with BS 7858, Tensor is obliged to seek information about criminal convictions/offences & to conduct a financial/credit check. Where Tensor seeks this information, it does so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, Tensor may retain your personal data on file in case there are future employment opportunities for which you may be suited. By completing a Tensor ‘Employment Application Form – FORM64’ you provide consent for Tensor to retain your data for this purpose and you are free to withdraw your consent at any time.
CVs that are sent speculatively may also be kept on file for future recruitment exercises.
Who has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers and IT staff if access to the data is necessary for the performance of their roles.
Tensor will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. Tensor will then share your data with former employers to obtain references for you, Disclosure Scotland to obtain necessary criminal records checks, Credit Check Services for financial/credit checks and financial institutions to process payroll payments and pension contributions.
The information which you provide to Tensor may be transferred to countries outside the European Union (“EU”). For example, some or our third-party providers may be located outside of the EU.
Where this is the case Tensor will take steps to make sure the right security measures are taken so that your privacy rights continue to be protected as outlined in this policy.
By submitting your personal data, you agree to this transfer, storing or processing. Where our third-party supplies are in the US we have ensured that their services fall under the “Privacy Shield” whereby participating companies are deemed to have adequate protection and therefore facilitate the transfer of information from the EU to the US.
How does Tensor protect data?
Tensor 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. Tensor is also CyberEssentials accredited.
For how long does Tensor retain data?
If your application for employment is unsuccessful, Tensor will hold your data on file for 12 months after the end of the relevant recruitment process. If you agree to allow Tensor to keep your personal data on file, Tensor 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 is 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 Tensor’s 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 Tensor to change incorrect or incomplete data;
- require Tensor 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 Tensor is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact email@example.com. If you believe that Tensor 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 Tensor during the recruitment process. However, if you do not provide the information, Tensor may not be able to process your application properly or at all.