French Duncan 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 French Duncan needs to make reasonable adjustments during the recruitment process; and
- information about your entitlement to work in the UK.
French Duncan 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, including online tests.
French Duncan may also collect personal data about you from third parties, such as references supplied by former employers. French Duncan will seek information from third parties only once a job offer to you has been made 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).
French Duncan 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, French Duncan 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.
French Duncan 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 French Duncan to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. French Duncan may also need to process data from job applicants to respond to and defend against legal claims.
French Duncan may process information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
Your information may be shared internally for the purposes of the recruitment exercise. This includes with the HR team, the Finance team, the IT team, your line manager, and other managers and partners in French Duncan if access to the data is necessary for performance of their roles.
French Duncan will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. French Duncan will then share your data with former employers to obtain references for you.
French Duncan will not transfer your data outside the European Economic Area.
French Duncan 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.
If your application for employment is unsuccessful, French Duncan will hold your data on file for 6 months after the end of the relevant recruitment process for consideration for future employment opportunities. At the end of that period, 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 French Duncan to change incorrect or incomplete data;
- require French Duncan 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 French Duncan is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact the Data Protection Officer.
If you believe that French Duncan has not complied with your data protection rights, you can complain to the Information Commissioner.
You are under no statutory or contractual obligation to provide data to French Duncan during the recruitment process. However, if you do not provide the information, French Duncan may not be able to process your application properly or at all.
Recruitment processes are not based solely on automated decision-making.