Job Applicants Privacy Policy

Privacy Notice

We are committed to ensuring your privacy is protected. This privacy notice explains how we use the information we collect about you. For the purposes of the Data Protection Act 2018 and the General Data Protection Act (GDPR) regulations, the Data Controller is Thorogood Associates Limited having its registered address and trading address at Ealing Cross, 85 Uxbridge Road, London, W5 5BW.

This notice sets out the basis on which we collect, use and disclose your personal data, as well as your rights in respect of such personal data.

What personal data we collect

We may collect the following types of data:

  1. Your full name, home address, personal email address, personal (including home and cellular) telephone number, date of birth, gender, and passwords you create to access our applicant portal.   We may collect additional information when and if you are offered employment, including your National insurance number and bank account details.
  2. Reference Contacts.  When you provide to us reference contact information, you are thereby indicating that you have affirmative consent from those referees to provide to us their data for purposes of evaluating you as a potential employee.

Some of the information we collect about you may include sensitive personal data as defined in the Data Protection Act 1998 and the GDPR regulations.

What we will do with the information you provide to us

All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

 

We will use the contact details you provide to us to contact you to progress your application.  We will use the other information you provide to assess your suitability for the role for which you have applied.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes. Your data may be stored outside of the UK and the European Economic Area.  We will use accepted industry measures intended to secure the information you provide to us whether the information is in electronic or physical form.

For personal information held outside the UK and the European Union and European Economic Area, Thorogood and its subsidiaries have entered into agreements which incorporate the GDPR standard contractual clauses ensuring appropriate data protection safeguards.

What information do we ask for and why

We do not collect more information than we need to fulfil our stated purposes and will not retain the information for longer than is necessary, but in all cases, at a minimum, for as long as required by law.  If you are employed by us, the information you provided during the application process will become part of your employee record retained by us in accordance with our employee privacy policy.

The information we ask for is used to assess your suitability for employment.  You don’t have to provide what we ask for but if might affect your application if you don’t.

Application Stage

If you use our online application system, this data will be collected by Thorogood.

We ask you for your personal details including name and contact details. We will also ask about your previous experience, education, and ask referees for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.

You may also be asked to provide equal opportunities information. This is not mandatory information – if you do not provide it, it will not affect your application. This information will not be made available to any staff outside of the recruitment team, including hiring managers, in a way which can identify you. Any information you do provide will be used only to produce and monitor equal opportunities statistics on an anonymized basis.

If we make a Conditional offer of employment, we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the relevant jurisdiction and seek assurances as to their trustworthiness, integrity, and reliability.

You will therefore be required to provide:

  1. Proof of your identity
  2. Proof of your qualifications
  3. You will be asked to complete a criminal records declaration to declare any unspent convictions.
  4. We will contact your referees directly using the details you provide in your application to obtain references.
  5. We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work.

If we make a final offer, we will also ask you for the following information:

  1. Bank account details – to process salary and business expenses payments;
  2. Emergency contact details – so we know who to contact in the case of an emergency at work;
  3. Social Security and other identification data (e.g. NI Number in UK, SSN in US) – for payroll and retirement plan purposes.

How long is the information retained for?

If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus seven years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained by us for six months following the closure of the vacancy, or for such longer period if and while there is any legal process then pending.

Information generated throughout the assessment process, for example interview notes, will be retained by us for 6 months following closure of the vacancy, or for such longer period if and while there is any legal process then pending.

Equal opportunities information is retained for six months following the closure of the vacancy whether you are successful or not.

Your rights

If you provide us with sensitive personal information, you thereby consent to the processing of this information for the purposes for which you have provided it.

You can request a copy of the information that we hold about you at any time by contacting us at HR@thorogood.com.

Please let us know if the personal data we hold about you needs to be updated by contacting us at HR@thorogood.com.

Communication with us

If you contact us by email, or provide your personal email address for us to contact you, we may use the details provided to contact you about anything to do with your query, and for other matters related to your employment application.

If you no longer wish for us to contact you by personal email, please let us know and if necessary provide alternative contact details.  Please note, however, that if you include your personal email on your resume, that information will continue to be in our possession within the resume itself.  Indeed, any personal information you include on your resume will remain in our database as part of the resume you prepared and submitted until such time as we no longer need to retain your resume (see above regarding how long the information is retained for.

How we protect your personal data

The security of your personal data is important to us.

We will take appropriate technical and organisation measures intended to prevent unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to personal data.