Candidate privacy policy

This Privacy Notice covers the information Proctor and Stevenson Limited processes as part of its recruitment process. Additional personal information we collect and process for successful candidates will be covered under a separate Employee Privacy Notice.

Proctor and Stevenson Limited is the data controller for the information you provide during the job application process. If you have any queries about how we handle your information, please contact us at dpo@proctors.co.uk

What will we do with the information you provide to us?

All of the information you provide during the recruitment process will be used only 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 (name, address, email,telephone) to contact you to progress your application. We will use the other information you provide (normally a CV and application form) to assess your suitability for the role you have applied for.

Your personal data will be processed by Proctor and Stevenson Limited in the UK and we will not share any of the information you provide during the recruitment process with any third parties for marketing purposes. The information you provide will be held securely by us whether the information is in electronic or physical format. 

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes which is to assess your suitability for employment. You do not have to provide what we ask for, but it might affect your application if you do not. 

Application stage

If you apply directly to us via email we use a dedicated email box – recruitment@proctors.co.uk to receive your applications, access to which is restricted to our recruitment team.

We generally ask for a CV including personal details such as name and contact details as well as your previous experience, education and referees. In addition, we may collect/receive additional information about you that is relevant to the role to which you are applying. Our recruitment team will have access to all of this information.

Shortlisting

If you are shortlisted, you will be asked to complete a formal application form which will ask you to expand on your CV but also ask you to provide any information about criminal records, your eligibility to work in the UK and previous absence. The recruitment team and relevant hiring managers will have access to the information you provide and will shortlist applications for interview based upon these details.

Interview and assessment

If you are invited to an interview, depending on the role, we may ask you to complete a practical test at our office, an online test relating to the skills required for that role, or to prepare a presentation to present to the hiring managers.

If you are unsuccessful following interview for the position you have applied for, we will retain your details in our talent pool for a period of 6 months so that we can contact you should any further suitable vacancies a rise.  If you would like us to delete this data, please let us know at recruitment@proctors.co.uk.

What is our legal basis for processing your personal information?

The primary lawful basis for processing personal data as described in this policy is under our legitimate interest as a business in managing our recruitment process effectively in order to decide to whom to offer a job.  In some instances, we may be required to process personal information as part of a legal obligation, for example to check that a successful candidate has a right to work in the UK.

Use of data provided to us by recruitment agencies

For some vacancies, we may advertise through recruitment agencies or use the services of specialist search organisations.  These companies will collect the application information and might ask you to provide them personal information which is used to assess your suitability for the role you have applied for.

When this information is provided to us it will be processed in line with this policy. You should check the agency’s privacy notice for details of how they will handle your information.

How long do we keep your information?

If your application is successful, the information you provide during the recruitment process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment.

If you are unsuccessful at any stage of the process, the information you have provided or generated through the assessment process, for example interview notes, will be retained for 6 months from the closure of the recruitment campaign. If we want to extend this period, we will contact you to confirm this, at which point you can ask us to delete the information if you prefer us not to retain it.

What are your rights in relation to your personal information?

You have certain rights in relation to your personal data as summarised here. To exercise any of these rights, please contact recruitment@proctors.co.uk or for privacy enquiries write to Proctor and Stevenson, The OldPrintworks, 178 Easton Road, Easton, Bristol, BS5 0ES or email dpo@proctors.co.uk

• Right of access – you can request access to your personal data;
• Correcting or erasing your information –where we hold information about you that is inaccurate or incomplete, you have the right to ask us to rectify or complete it;
• Right to restrict processing – you have the right to restrict some processing of your personal information, which means that you can ask us to limit what we do with it;
• Right to object to processing – you can object to us processing your personal information in certain circumstances, including where we are using it for the purpose of the Company’s legitimate business interests. You will need to explain the reasons behind your request and allow us to consider your request and respond.
• Right to data portability – you have the right to obtain from us and re-use your personal data for your own purposes. This only applies, however, where the processing is carried out by automated means, to personal data that you have provided to us yourself (not any other information) and where the processing is based on your consent or the performance of a contract. As we process the information as outlined in this policy under our legitimate interest as the data controller this particular right will not apply;
• Right to object to automated decision making – we do not undertake any automated decision making in assessing your application.
• Right to complain – you are able to submit a complaint to the Information Commissioner’s Office about any matter concerning your personal information, using the details below. However, we take our obligations seriously, so if you have any questions or concerns, we would encourage you to raise them with us first, so that we can try to resolve them. 
  
  Information Commissioner’s Office
  Wycliffe house
  Water Lane
  Wilmslow
  Cheshire
  SK9 5AF
  Tel: 0303 123 1113
  
  www.ico.org 

We may amend this policy from time to time. The policy was last updated in October 2019.

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