RECRUITMENT AND EMPLOYEE DATA POLICY
JOB APPLICANTS, CURRENT AND FORMER CRUSTACEAN COMPASSION EMPLOYEES
Crustacean Compassion is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information, please contact us on the details at the bottom of the page.
WHAT WILL WE DO WITH THE INFORMATION YOU PROVIDE TO US?
All information you provide during the application process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during Crustacean Compassion’s internal recruitment process with any third parties for marketing purposes. Data sent electronically or processed beyond the initial application will be stored within the European Economic Area by our third-party processors – all processors have appropriate levels of security and organisational controls to meet data protection requirements. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
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 you have applied for.
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 it for longer than is necessary.
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for, but it might affect your application if you don’t.
Applications may be received by email, physically by post or through a third-party recruitment agency. We may ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to this information.
You may also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our 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.
We might ask you to participate in an interview. Information will be generated by you and by us. For example, you might complete a written test, or we might take interview notes. This information is held by Crustacean Compassion.
If you are unsuccessful following assessment for the position you have applied for, we may retain your details in our talent pool for a period of up to two years.
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 United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.
You may therefore be required to provide:
Proof of your identity
Proof of your qualifications
You may be asked to complete a criminal records declaration to declare any unspent convictions.
We may contact you to complete an application for a Basic Criminal Record check via the Disclosure and Barring Service, which will verify your declaration of unspent convictions.
We will contact your referees, using the details you provide in your application, directly to obtain references
We may also ask you to complete a questionnaire about your health to establish your fitness to work. This is done through a data processor (please see below).
If we make a final offer, we will also ask you for the following:
Bank details – to process salary payments
Emergency contact details – so we know who to contact in case you have an emergency at work
USE OF DATA PROCESSORS
Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation unless they have our explicit permission or where there is a legal obligation to do so. They will hold it securely and retain it for the period we instruct.
If you are employed by Crustacean Compassion, relevant details about you will be provided to a number of third-party providers, including our payroll and pensions providers. All employees will be given an appropriate privacy notice to explain this in detail.
HOW LONG IS THE INFORMATION HELD 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 7 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, your CV shall be retained for up to 24 months and any other information you have provided until that point will be retained for 6 months from the closure of the campaign. If you would prefer us to delete your CV, please let us know by contacting us.
When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise it or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.
Under data protection legislation, you have rights as an individual which you can exercise in relation to the information we hold about you.
These rights include:
The Right of Subject Access – this is the right to access data we hold about you and, where required, an explanation of that data.
The Right to Rectification – this is the right to have inaccurate or incomplete data rectified.
The Right to Erasure – this is also known as the ‘right to be forgotten’ and means that in certain circumstances you have the right to ask us to delete data we hold on you.
The Right to Restrict Processing – this is where you can request that we restrict/block processing of personal data (but still retain it)
The Right to Data Portability – this allows people to reuse their persona data by requesting it in a useable format.
The Right to Object – this right allows you to object to us processing your personal data. This is typically related to processing based on legitimate interest, performance of a task in the public interest, direct marketing and processing for scientific or historical research.
You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/