Privacy notice for candidates

Last updated: 19 Nov 19

This privacy notice applies to any individual who supplies personal data to Endomag in connection with an application for a role of any type (whether temporary or permanent, paid or unpaid). By submitting your application, you acknowledge that you have read and understood this privacy notice. If you do not wish your personal data to be used as set out, please do not submit your application or curriculum vitae.

We reserve the right to update this privacy notice at any time. The most recent version is available on Endomag’s website. The revision date is set out at the top of this notice. Any changes in the privacy notice will apply with effect from the date of publication.

What is the purpose of this document?

Endomag is a “data processor” and a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you whether it be gathered solely by us or passed on to us from a recruitment agency. You are being sent a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and for how long it will usually be retained. It provides you with certain information that must be provided under the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

1. Data protection principles

We will comply with data protection law and principles, which means that your personal data will be:

  • Used lawfully, fairly and in a transparent way.
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  • Relevant to the purposes we have told you about and limited only to those purposes.
  • Accurate and kept up to date.
  • Kept only as long as necessary for the purposes we have told you about.
  • Kept securely.

2. The kind of personal data we hold about you

In connection with your application for work with us, we will collect, store and use the following categories of personal data about you:

  • The personal data you have provided to us in your curriculum vitae and covering letter.
  • The personal data you have provided in any application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications, salary details and working hours.
  • Any personal data you provide to us during an interview including copies of any documentation required for us to carry out “right to work” checks.
  • Any personal data you provide to us by email.
  • We may also collect, store and use the following “special categories” of more sensitive personal data:
    • Personal data about your health, including any medical condition, health and sickness records.
    • Personal data about criminal convictions and offences.

3. How is your personal data collected?

We collect personal data about candidates from the following sources:

    You, the candidate.

    Recruitment agencies, from which we may collect the following categories of personal data: name, title, gender, employment history, qualifications, overview of experience, suitability for the role, salary details and working hours.

    Your named referees, from whom we may collect the following categories of data: Name, Employment history, job title, remuneration, responsibilities and suitability for the role.

4. How we will use personal data about you

We will use the personal data we collect about you to:

  • Assess your skills, qualifications, and suitability for the role.
  • Carry out background and reference checks, where applicable.
  • Communicate with you about the recruitment process.
  • Keep records related to our hiring processes.
  • Comply with legal or regulatory requirements.

It is in our legitimate interests to decide whether to appoint you to role since it would be beneficial to our business to appoint someone to that role.

We also need to process your personal data to decide whether to enter into a contract of employment or other agreement with you.

Having received your CV and covering letter, we will process that personal data to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the personal data you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references and may carry out a criminal record check dependent on the role applied for before confirming your appointment.

If you fail to provide information

If you fail to provide information (including personal data) when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.

5. How we use particularly sensitive personal data

We will use your particularly sensitive personal data in the following ways:

  • We will use personal data about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during an interview.

6. Information about criminal convictions

For certain roles we will, where applicable and permitted by law, carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. Where this is the case, we will collect personal data about your criminal convictions history if we intend to offer you the role and any offer that we make to you will be conditional on those checks, and any other conditions such as references, being satisfactory.

7. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal data in accordance with our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained from the Office Manager.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

8. Data retention

How long will you use my personal data for?

We will retain your personal data for a period of 12 months after we have communicated to you our decision about whether to appoint you to the role. We retain your personal data for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal data in accordance with applicable laws and regulations.

If we wish to retain your personal data on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal data for a fixed period on that basis.

If your application is successful, we will only keep those parts of your personal data that are necessary for your engagement in the role.

9. Rights of access, correction, erasure, and restriction

Your rights in connection with personal data Under certain circumstances, by law you have the right to:

  • Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate personal data we hold about you corrected.
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal data for direct marketing purposes.
  • Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal data to another party. If you want to review, verify, correct or request erasure of your personal data, object to the processing of your personal data, or request that we transfer a copy of your personal data to another party, please contact the Office Manager in writing.

10. Right to withdraw consent

By applying for a role and submitting your application, you are providing consent to us processing your personal data for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact the Office Manager. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.

11. Right to complain to a supervisory authority

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.