How do we collect information from you?

As part of our candidate application and recruitment process HSUK collects, processes and stores personal information about you. We process this information for a range of purposes relating to the recruitment process and this may include your application, assessment, pre-employment checks and your worker permissions.

What type of information is collected from you?

The following are some examples of the type of information we may process (there is a full list in the schedule at the end of this notice)

• Personal details such as name, address, date and place of birth
• Work history/job data, previous employers, positions, dates
• Compensation; salary, benefits, bonuses
• Education and work history including professional qualifications and skills
• Employer feedback/references, to include regulated references where necessary
• Nationality, visa, right to work information (eg, passport, National Insurance number)
• Results of pre-employment checks, such as DBS checks where permitted under local law
• Assessment results, such as results from any interview exercise, or video or telephone assessment

During the process we also capture some personal data that is considered under data protection law to be ‘special category data’ about you, e.g. disability information. We do this in order to make reasonable adjustments to enable all candidates to apply for jobs with us, to be able to take online/telephone assessments or interviews, to attend interview/assessment centres and to ensure that we comply with regulatory obligations with regard to hiring.

How and why is your information used?

In order to manage your application, we need to process certain personal information about you. The purposes for this are set out below. We only process your information as necessary for the purposes of progressing your application or as required by law or regulatory requirements, so not all of the purposes set out below will apply to you all of the time.

• Application: Application form or CV, name, address, employment history, academic and professional qualifications, age, diversity, (i.e. gender, ethnicity, disability, sexual orientation), nationality, previous disciplinary matters.
• Assessment: CV, interview (face to face, telephone or video), exercise or test.
• Pre-employment: Right to work in the UK, qualifications, references

How long is your information kept for?

For unsuccessful candidates personal information will be retained for 12 months following the recruitment process. For successful candidates all personal information collected as part of the recruitment process will be transferred to an employee personnel file and will be retained for six years following termination of employment

Who has access to your information?

The recruitment process will involve:

• Assessing and progressing your application
• Assessing your suitability (skills, strengths and behaviours) for the role
• Activities needed to complete on-boarding and screening processes should your application be successful

To enable these processes your personal information may be shared internally. The information shared is limited to what is required by each individual to perform their role in the recruitment process. Your personal information may be shared with the following:-

• The hiring manager
• The line manager
• The interview panel
• The HR manager
• The IT Manager (if application successful)
• Finance (if application successful)

Our HR and recruitment systems are protected to ensure that unauthorised or unlawful processing of personal information, accidental loss or destruction of personal information does not occur. This is done in line with the Security of Personnel Files policy and the Computer Security Policy.

Lawful Processing

Pre-employment checks

As part of the recruitment and selection process HSUK will carry out pre-employment checks. These checks are only performed on candidates who have been selected for a role. Your consent will be requested before pre-employment checks are carried out.

Processing conditions

HSUK’s entitlement to process your personal information is governed under data protection law by a number of processing conditions. This means we may rely on more than one of these conditions in order to process elements of your personal information throughout the recruitment process.

• HSUK will process your personal information where it is required by law or regulation or it is in the legitimate interest of the applicant or HSUK.
• During the course of your application it may also be necessary for HSUK to process your sensitive personal information as per the detail in Paragraph 2 above or Schedule 1 below.
   

Schedule 1 - Full list of information that we may process

• Name, work and home contact details
• Date and place of birth
• Education and work history
• *Individual demographic information in compliance with legal requirements (such as marital status, national identifier, passport/visa information, nationality, citizenship, military service, disability, work permit, gender)
• *Health issues requiring adaptations to working environment
• Job title, grade and job history
• Employment contract related information (including compensation, location, hours of work, etc)
• Reporting and managerial relationships
• *Leaves of absence (such as maternity leave, sickness absence)
• Photographs
• Disciplinary/grievance records
• Time and attendance details
• Bank account details for salary payment purposes
• Expenses such as travel and expenses
• Skills and qualifications
• Training history and plans
• Results of original and ongoing employee screening (where relevant)
• *Health and safety incidents, accidents at work and associated records
• Face to face interview notes
• Audio recordings of interviews
• Video recordings of interviews
• Interview test/exercise results

*These categories of information might potentially include some special category personal information. Special category personal information is collected were HSUK has a legal obligation to do so or if you choose to disclose this to us during the course of your relationship us.