Candidate Privacy Notice
Beeline Accounts Services Ltd will collect and process personal data relating to job applicants as part of our recruitment process. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.
This notice sets out what personal data we will collect, how and why your data will be used by Beeline, who we may share your personal data with, how long we will keep your data for, and your rights in relation to your personal data.
Beeline may collect a range of information about you. This may include:
- your name, address and contact details, including email address and telephone number;
- details of your qualifications, skills, experience and employment history;
- details of any reasonable adjustments you require during any recruitment process;
- information from interviews and phone or video screenings you may have;
- information about your current level of salary and any additional benefits;
- information about your entitlement to work in the UK; and
- equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.
We may collect this information in a variety of ways, either directly from you, or sometimes through an employment agency or candidate database, when you have shared your data there.
We data might be contained in application forms or CVs (including when these are sent to us as part of speculative applications or queries), obtained from your passport or other identity documents, or collected through interviews or other methods of assessment.
We may also collect personal data about you from third parties, such as references supplied by former employers. We will only seek information from third parties only once a job offer has been made to you.
We do not currently operate any automated decision making in relation to any applications for employment.
Data will be stored in a range of different places, including on your application record, in any HR management systems and our email system.
Beeline will collect and process your data for several purposes and where we have a legal basis to do so, as follows.
We have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide who to make conditional offers of employment to. We may also need to process data from job applicants to respond to and defend against legal claims.
In some cases, we need to process data to ensure that we are complying with our legal obligations, for example when we are required to check a successful applicant’s eligibility to work in the UK before employment starts.
Beeline may process information about whether applicants are disabled so we can make reasonable adjustments for candidates who have a disability. Where we process other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes. Our processing of these types of data will be carried out to ensure you or us can meet our obligations or exercise our rights under law related to employment or (only where applicable) to enable us to establish, exercise or defend legal claims.
Your information may be shared internally within the company for the purposes of the recruitment process. This includes those involved in the recruitment process, and managers in the business.
With the exception of an external HR consultant. we will not share your data with third parties, unless your application for employment is successful and an offer of employment is made. We will then share your data with your nominated referees in order to obtain references.
In addition, we may need to share your personal information to comply with the law.
We take the security of your data seriously. We have controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our personnel in the proper performance of their duties.
If your application for employment is unsuccessful (including when you have speculatively applied to us in respect of a role which is not available), we will hold your data on file for 6 months. If you would like us to make contact with you if a potentially suitable vacancy becomes available in that time you should let us know. At the end of that period, your data is deleted or destroyed (unless we need to retain it for longer to exercise or defend any legal claims).
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which employee data is held will be provided to you in a separate privacy notice.
Your rights
As a data subject, you have a number of rights under data protection law. 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 Beeline is relying on its legitimate interests as the legal ground for processing; or
- ask us to transfer your data to another organisation.
If you would like to exercise any of these rights or if you have any questions about this notice or our processing of your data more generally, please contact linda@beelineaccountservices.co.uk.
If you believe that Beeline has not complied with your data protection rights, you can complain to the Information Commissioner’s Office (https://ico.org.uk/).
You are under no statutory or contractual obligation to provide data to Beeline during the recruitment process. However, if you do not provide the information, we may not be able to process your application.
