Job Applicant Privacy Statement
Job Applicant Privacy Statement
Data Controller: HB Education Ltd (including it’s subsidiaries PGL Travel Ltd, NST Travel Group, StudyLink Tours, and European Study Tours). As your data controller we have notified our main supervisory authority as required under the General Data Protection Regulations (GDPR) on the processing activities we perform on all personal data obtained.
HB Education Ltd, PGL Travel Ltd, NST Travel Group (including its subsidiary StudyLink Tours) and European Study Tours are listed in the Public Register of Data Controllers. Personal information will only be collected and/or processed by us in accordance with the Regulations.
Data Protection Officer: Paul Kenwright: Email address: email@example.com
When you visit our careers pages, apply for a vacancy, or request to submit your application for our consideration for any future roles, we may collect and store personal data on you. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations. Please read the following privacy statement to understand how we use and protect the data you provide. By submitting your personal information, you are consenting to us holding and using it in accordance with this privacy statement. The statement is subject to change. Any changes to it in the future will be notified here. By continuing to use the careers pages of our website, you are agreeing to such changes. We recommend that you check this privacy statement each time you visit this site.
Your use of this website
What information do we collect about you?
If you apply for a vacancy using our on-line application form or via our application form, we will ask you to provide certain information about yourself so that we might reasonably consider your application for employment and contact you for example, in respect of interviews and job offers.
The information we normally request will include:
- your name, contact details, email address, available dates and preferred roles and details of your career history, skills, qualifications, employment history and experience;
- if you require specific assistance, equipment, support or adjustments to be made to enable you to live on centre or carry out the position for which you have applied;
- information related to your nationality and eligibility to work in the UK or EU, for example whether you have a relevant passport, visa or work permit;
- safeguarding questions related to your suitability to work with children;
- equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health, and religion or belief.
The organisation collects this information in a variety of ways. For example, data might be contained in online or paper-based application forms or CVs, it may be obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests. During interviews and other forms of recruitment assessment we may collect further information about your work experience, qualifications and skills, and information about your current level of remunerations including benefit entitlements.
Should you be offered a role, we will also collect further personal data about you from yourself or other third parties. This includes obtaining information confirming your entitlement to work in the UK or Europe, information on your health so we may more fully consider any reasonable adjustments or support requirements for the purposes of employment or residential living, information from employment background check providers and information from criminal records checks.
We will seek information from third parties, about your health and criminal record check only once a job offer has been made to you, and only with your explicit consent.
Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).
Why we process your personal data
Your personal data is collected to facilitate the recruitment process and used for anonymised reporting purposes, e.g. the total number of applications for a particular post. We also need to process data to take steps at your request prior to entering into a contract with you, as well as taking steps in order to enter a contract with you. In some cases, we need to process data to ensure that we comply with a legal obligation (e.g. Right to Work). We have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applications allows us to manage the recruitment process, assess and confirm your suitability for employment and make decisions about who to offer a job to.
We may also need to process personal data from job applicants to respond to and defend against legal claims.
We process health information to help identify if we need to make reasonable adjustments to the recruitment process for candidates who have a disability or medical requirement. This is to carry out our obligations and exercise specific rights in relation to employment and health and safety.
Where we rely on legitimate interest as a reason for processing data, we have considered whether those interests are overridden by the rights and freedoms on employees or workers and have concluded that they are not. For many roles, we are obliged to seek information about criminal convictions and offences. Where we seek this information, we do so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment.
How we handle the data that is submitted by you and how long do we keep it?
The organisation takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.
Restrictions are in place on our electronic IT systems which only permit those with the correct permissions to access your data. Should we receive or retain data on you in a paper format, this data will be stored securely within the HR department, and only directly accessible to authorised members of the HR and recruitment team.
We keep your information for as long as is reasonably necessary to enable us to provide you with the services that you have requested from us, to comply with any legal obligations that require us to keep information, or for as long as we reasonably require for our legitimate interests, including for example for the purposes of exercising our legal rights or defending ourselves against claims. We operate a data retention policy and look to find ways to reduce the amount of information we hold and the length of time that we need to keep it.
During your employment your data will be processed in accordance with our Employee Privacy Statement.
Whilst completing the online application form your response to certain questions (for example, regarding dates of availability) may prevent you from submitting your application. Recruitment processes are not based solely on automated decision-making, so in this event, should you wish to, you may contact a member of the Recruitment team directly by calling 0333 3212 123.
Who has access to your data, and who do we share it with?
Your information will be shared internally to facilitate the recruitment process. This includes members of the HR and Recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy, and IT staff if access to the data is necessary for the performance of their roles. Except as set out in this policy or as required by law, your personal data will not be shared with any third party without your prior written consent.
Your data may be transferred outside the European Economic Area (EEA), for example, if you apply for a role with PGL in Australia. In these circumstances, we will follow the advice from the ICO (Information Commissioners Office) to ensure the security of your data.
As a data subject you have several rights. You can;
- Access and obtain a copy of your data on request
- Require us to change incorrect or incomplete data
- Require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
- Object to the processing of your data where we are relying on our legitimate interest as the legal ground for processing;
- Ask us to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override our legitimate grounds for processing data.
If you would like to exercise any of these rights, please contact the Recruitment Team directly in the first instance or raise your concern with Kath Clayden – HR Support Manager, at firstname.lastname@example.org
If after raising your concerns with the organisation you still believe that we have not complied with your data protection rights, you can raise your concerns with the Information Commissioner.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all. You are under no obligation to provide information for equal opportunities monitoring purposes there are no consequences for your application if you chose not to provide such information.
Data Protection Statement:
The personal data you provide in your application and as part of the recruitment process will only be held and processed for the purpose of the selection processes of the HB Education Ltd group of companies, and in connection with any subsequent employment or placement, unless otherwise indicated.
Your data will be retained only for as long as is permitted by UK legislation, and outlined in this privacy statement, and then destroyed.
By submitting your personal data and application, you:
- confirm that you have read, understood and accepted the statements set out in this data protection clause
- are declaring that the information given in the application is complete and true to the best of your knowledge, and understand that deliberate omissions and incorrect statements could lead to your application being rejected or to any employment offer being withdrawn or terminated
- are authorising the company to verify or have verified on their behalf all statements contained in this application and to make any necessary reference checks.
Other ways to contact us
For any queries you may have in connection with this privacy statement, please contact:
HR Support Manager
PGL Travel LTD
Recruitment Department: Recruitment@pgl.co.uk
Tel: 0333 3212 123