This privacy notice tells you what to expect us to do with your personal information when you apply to work for us. 

Post 

First Floor North, 40 Oxford Road, High Wycombe, Buckinghamshire, HP11 2EE, GB 

Telephone 

01494 292229 

Email 

[email protected] 

Staff recruitment, administration and management

We collect or use the following personal information as part of staff recruitment, administration and management:

• Contact details (e.g. name, address, telephone number or personal email address) 
• Gender, marital status, information of any disability you have or other medical information 
• Your photograph
• Right to work documentation 
• Next of kin or emergency contact details 
• Information gathered via the recruitment process such as that entered into an online application form, a CV or included in a CV cover letter
• References from former employers
• Details on your education and employment history etc.  

We also collect the following information for equality monitoring purposes:

• Racial or ethnic origin 
• Religious or philosophical beliefs 
• Health information 
• Sexual orientation information 

Our lawful bases for collecting or using personal information as part of staff recruitment, administration and management are: 

• Consent 
• Contract 
• Legal obligation 

We collect your information from the following places:

• From job applicants directly 
• Referees (external or internal) 

If you are unsuccessful at any stage of the recruitment process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.  

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file. It will be retained during your employment and for six years after you leave our employment. 

Employees within our company who have responsibility for recruitment will have access to your data which is relevant to their function. All employees with such responsibility have been trained in ensuring data is processed in line with GDPR.

Data is shared with third parties for the following reasons: reference requests

Data processors

We use data processors for the following reasons:

• Managing our IT systems 
• Applicant tracking system provider for recruitment purposes
• HR services including an HR system for recording employee data
• Payroll, pension and expenses services

Where necessary, our data processor(s) may transfer staff information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place. Please contact us for more 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 data. 

Your right to rectification – You have the right to ask us to rectify personal data 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 data in certain circumstances. 

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data 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 personal data you gave us to another organisation, or to you, in certain circumstances. 

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent. 

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you. 

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice. 

How to complain 

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. 

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

The ICO’s address:            

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF 

Helpline number: 0303 123 1113 

Website: https://www.ico.org.uk/make-a-complaint

Last Updated: 27 June 2024