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Privacy notice for job applicants

Introduction

This privacy notice explains how Animal Friends Insurance Services Limited (“we”) will use your personal information during the job application process. It sets out your rights under current data protection legislation.

When we process your personal information, we do so under UK data protection laws, and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

Why do we collect and use your personal information?

We need your personal information in order to contact you, evaluate your suitability for roles offered by us and make any reasonable adjustments necessary during the assessment process. Our processing of your personal information allows us to decide whether or not to enter into a contract with you.

We rely on the following legal bases and conditions for processing in order to collect and use your information:

  • To take steps to enter into a contract with you;
  • Comply with a legal obligation (including our obligations to you under employment and health and safety legislation);
  • On the basis of our legitimate interests or those of a third party, but only if these are not overridden by your interests, rights or freedoms;
  • Consent: In certain circumstances, we may need your consent unless authorised by law in order to use personal information about you which is classed as “special categories of personal data” (most often health data).
  • It is necessary to establish, exercise or defend legal claim: If you, or we, bring a legal claim (e.g. a court action) against the other, we may use your information in either establishing our position, or defending ourselves in relation to that legal claim.

We may collect and use the following information during the application and interview process:

  • Your name and contact details (including your address, home and mobile phone numbers and personal email address);
  • Details contained in your curriculum vitae, qualifications and employment history;
  • Your racial or ethnic origin, sexual orientation and religious or similar beliefs where you choose to provide these, to monitor our employment practices for equality and diversity purposes. This information will not be used to assess your job application and will be anonymised immediately;
  • Details about disabilities to the extent that it is necessary to provide reasonable adjustments during the assessment process. Information about your physical/mental health will be used for these purposes;
  • Right to work documents which may include, passport, birth certificate, proof of National Insurance or any other Home Office approved identifier.

Some of the above information will be collected by us from:

  • Employment agencies (where applicable); and
  • Former employers or referees that you provide to us.

We will share your personal information with:

  • Verticality Limited, who provide our recruitment management system. Parts of this management system are operated from outside of the EEA (see ‘Will my personal data be transferred outside the UK?’ below);
  • Your employment agency (where applicable);
  • With law enforcement or other authorities if required by applicable law.

We do not transfer your data outside of the EEA. However, Verticality Limited, who provide our recruitment management system, does transfer limited personal data outside the EEA for software development purposes.  Such a transfer must be subject to appropriate safeguards. In this case it is an agreement containing the EU’s standard contractual clauses relating to overseas transfers of personal data.

We take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We keep your information for no longer than is necessary for to comply with our legal obligations or defend against legal claims. Any data from successful candidates will be transferred into their personnel files and be subject to AFI retention policy. For business efficacy, unsuccessful candidates’ data will be kept for a year.

Under data protection laws, you have a number of rights. For details of how to exercise these rights, and who to contact, please see our Contact Us section below.

In summary, these include the right to:

  • Request to see any of your personal data that we hold (Known as a Data Subject Access Request);
  • Request that we correct incomplete or inaccurate personal information that we hold about you;
  • Request we delete or remove your personal information – if there is not an overriding reason we need to keep it;
  • Request we restrict the processing of your personal information, if for example you want us to establish its accuracy or the reason for processing it;
  • Object to processing of your personal information where your interest in stopping the processing overrides ours;
  • Object to automated processing or profiling to make decisions about me. At the present time AFI does not use automated processing or profiling to make employment decisions about you.

We hope that we can resolve any query or concern you raise about our use of your information. However, you also have the right to make a complaint to the Information.

  • You can do this by email clicking on the following link https://ico.org.uk/global/contact-us/email/.
  • Alternatively, you can write to the Information Commissioner’s Office at, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, Telephone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

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

If you have any queries about the process or how we handle your information, or would like to exercise your rights, please contact us at:

The Data Protection Officer, Animal Friends Insurance Animal Friends House, No. 1 The Crescent, Sun Rise Way Amesbury SP4 7QA.
Tel: 0344 557 0300 Email: Data.Protection@animalfriends.co.uk

  • Let us have enough information to identify you;
  • Let us know the information to which your request relates.

This privacy notice was last updated on 03/01/2020.