Candidate Privacy Notice
Data controller: Hawk Training (‘the Employer’)
As part of any recruitment process, Hawk Training collects and processes personal data relating to job applicants. Hawk Training is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does the Employer collect?
Hawk Training collects a range of information about you. This includes:
- your name, address and contact details, including email address and telephone number;
- details of your qualifications, skills, experience and employment history;
- information about your current level of remuneration, including benefit entitlements;
- whether or not you have a disability for which Hawk Training needs to make reasonable adjustments during the recruitment process; and
- information about your entitlement to work in the UK.
Hawk Training may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment such as online tests.
Hawk Training may also collect personal data about you from third parties, such as references supplied by former employers and background and criminal record checks from the Disclosure and Barring Service via our umbrella body People Check Ltd. Hawk Training will seek information from third parties only once an offer of employment has been made and accepted and will inform you that it is doing so.
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 does the Employer process personal data?
Hawk Training needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you.
In some cases, Hawk Training needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.
Hawk Training has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows Hawk Training to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. Hawk Training may also need to process data from job applicants to respond to and defend against legal claims.
Hawk Training may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. It may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. Hawk Training processes such information to carry out its obligations and exercise specific rights in relation to employment.
For some roles, Hawk Training is obliged to seek information about criminal convictions and offences. Where Hawk Training seeks this information from the Disclosure and Barring Service via our umbrella body People Check Ltd, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, Hawk Training may initially keep your personal data on file for up to 6-months in case there are future employment opportunities for which you may be suited. Hawk Training will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time. After a 5-month period, Hawk Training will contact you to ask for your consent to keep your personal data on file for a further 12-month period in case there are future employment opportunities for which you may be suited. Hawk Training will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.
Who has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR team, line managers 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.
Hawk Training will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. Hawk Training will then share your data with former employers to obtain references for you, and will contact the Disclosure and Barring Service via our umbrella body People Check Ltd to obtain necessary background and criminal record checks.
Hawk Training will not transfer your data outside the European Economic Area.
How does the Employer protect data?
Hawk Training 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 by anyone other than members of the HR team, Company Directors or line managers involved in the recruitment process. Any application forms, CVs, copies of certificates or information about your entitlement to work in the UK are securely saved in a password protected HR management system and are shredded and/or deleted after the retention period has ended, unless an offer of employment has been made and accepted.
For how long does the Employer keep data?
If your application for employment is unsuccessful, Hawk Training will hold your data on file for 6 months after the end of the relevant recruitment process. If you agree to allow Hawk Training to keep your personal data on file, Hawk Training will hold your data on file for a further 12 months for consideration for future employment opportunities. At this juncture, we will contact you for your consent to retain your information for this extended period. At the end of that period or once you withdraw your consent, your data is deleted or destroyed.
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 your data will be held will be provided to you in a new privacy notice.
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request;
- require Hawk Training to change incorrect or incomplete data;
- require Hawk Training to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
- object to the processing of your data where Hawk Training is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact Human Resources via email at firstname.lastname@example.org or by post to Hawk Training, 70 London Road, Twickenham, TW1 3QS.
If you believe that Hawk Training has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to Hawk Training during the recruitment process. However, if you do not provide the information, Hawk Training may not be able to process your application properly or at all.
All applications to Hawk Training are reviewed with meaningful human intervention and recruitment processes and decisions are not based solely on automated processing or profiling.