Audio Network Privacy Notice for Job Applicants
This document explains how Audio Network collects and uses your personal data. This will include your rights relating to the information we collect about you, how we keep your personal information safe, the types of information we collect and use and the legal basis we rely on to use your information.
We are a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. You are being sent a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for.
Data protection principles
We will comply with data protection law and principles, which means that your data will be:,/p>
• Used lawfully, fairly and in a transparent way.
• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept only as long as necessary for the purposes we have told you about.
• Kept securely.
What is personal data?
Personal data is any information about you, and from which you could be identified. We maintain information about you in paper and electronic form, which is kept within the following departments; Human Resources, Accounts and IT.
What information about you do we collect?
In connection with your application to work with us, we will collect, store, and use the following categories of personal information about you:
Category of personal data:
1. Basic personal information and contact details
2. Special categories of personal data (sensitive data)
3. Recruitment records
4. Recruitment records (special categories of data)
Specific Personal Data:
1A. Name, address, date of birth, nationality, gender, work restrictions, telephone number and email addresses.
2A. Nationality, Gender, Religious beliefs and ethnic origin.
3A. Application form/CV/covering letter, employment history, skills/qualifications, professional membership information, Interview notes, Interview assessment/test results, right to work signed identity documentation, Work permit details, employment references received, employment references sent.
4A. Medical form, medical condition/disability information, reasonable adjustment, criminal records/DBS data.
How is your information collected?
We will collect this information in a variety of ways. Data will be collected from you through application forms, CVs or resumes; obtained from your passport or other identity documents such as your driving licence and through interviews and assessments.
We will also collect this information from:
• The recruitment agency you are engaged with, from which we collect the following categories of data: Your CV, your basic personal information and contact details.
• Your named referees, from whom we collect your employment history and, in the case of a personal reference, opinions about your suitability for the role.
• Our outsourced [HR and/or payroll] function.
Why do we need to collect and use your personal information?
We have a legitimate interest in processing candidate’s personal data during the recruitment process which is to assess and confirm a candidate's suitability for employment, decide whom to offer a job and manage the recruitment process. It may also be necessary to process data from job applicants to comply with legal or regulatory requirements. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.
How do we use particularly sensitive personal information?
Some special categories of personal data, such as information about health or medical conditions, are processed to carry out employment law obligations (such as those in relation to employees with disabilities). We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made either during a test or interview.
Data Retention - How long will we use your information for?
We will retain your personal information for a period of 365 days after we have communicated to you our decision about whether to appoint you. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with applicable laws and regulations.
If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.
Your rights as a Data Subject
As a data subject, you have a number of rights. You can:
• access and obtain a copy of your data on request;
• require us to change incorrect or incomplete data we hold about you;
• require us to delete or stop processing your data where there is no good reason for us to continue to process it
• object to the processing of your data where we are relying on a legitimate interest (or those of a third party) as the legal ground for processing; and
• ask the organisation to stop processing data for a period if data is inaccurate or you want us to establish the reason for processing it.
• Request the transfer of your personal information to another party. If you would like to exercise any of these rights, please contact The Recruitment Advisor or HR team at Audio Network.
Who will have access to your information?
Your information may be shared internally for the purposes of the recruitment exercise. This includes being shared with HR, the recruitment team, interviewers 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.
Who will we share your information with?
The company will not share your data with third parties unless your application for employment is successful and it makes you an offer of employment. We will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and in some cases recruitment consultancies to process your application. We may share your data with other entities within the group for the purpose of processing your application. We may also share your data with our outsourced HR/payroll provider.
All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
Data Security - How do we protect your data?
We take the security of your data seriously. We have internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties. We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
What if you do not provide any personal data?
You are under no statutory or contractual obligation to provide data to the company during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.
Responsibility for Data Protection
The Company has appointed as a Data Protection Officer responsible for data protection. Please contact our head office, if you believe that the organisation has not complied with your data protection rights.
If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO on 0207 566 1441.