Job Applicant Privacy Policy
As part of any recruitment process, FoodCycle collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations. Please click on the headings below to read our policies.
In relation to your personal data, FoodCycle will always strive to: FoodCycle collects a range of information about you. This includes: FoodCycle 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. FoodCycle may also collect personal data about you from third parties, such as references supplied by former employers, and information from criminal records checks. We will inform you that we are 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). FoodCycle will only collect criminal conviction data where it is appropriate given the nature of the role and where the law permits it. This data will usually be collected at the recruitment stage, however it may also be collected during any subsequent employment with us, should you be successful in obtaining employment. FoodCycle will not transfer your data to countries outside the European Economic Area. FoodCycle needs to process data to take steps at your request to evaluate your application for employment. We may also need to process your data to enter into an employment contract with you. In some cases, FoodCycle needs to process data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant’s eligibility to work in the UK before employment starts. FoodCycle 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 us to manage the recruitment process, assess and confirm a candidate’s suitability for employment, decide to whom to offer a job and make decisions about salary and other benefits. FoodCycle may also need to process data from job applicants to respond to and defend against legal claims. FoodCycle may process information about whether or not applicants are disabled in order to make reasonable adjustments for candidates who have a disability. This is to carry out our statutory obligations and exercise specific rights in relation to employment. FoodCycle may, in some cases, process heath information during the application process in order to find out whether applicants will be able to carry out an intrinsic part of the job. FoodCycle also processes health information about candidates after an offer of employment has been made. In each case, this will be done in accordance with Section 60 of the Equality Act 2010 for the purpose of ensuring that the candidate is able to perform the core duties of the job being offered. For some roles, FoodCycle is obliged to seek information about criminal convictions and offences. Where we seek this information, we do so because it is necessary for us to carry out our statutory obligations and exercise specific rights in relation to employment. If you are unsuccessful in obtaining employment with FoodCycle, your data will not be used for any purpose other than the recruitment exercise for which you have applied. Your data will, of necessity, be shared internally for the purposes of assessing your application. It is likely to be shared with members of 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. FoodCycle will strive to limit access to your data to those staff who have a legitimate reason for seeing it and will endeavour to keep your data secure at all times FoodCycle may share an appropriately limited amount of your data with third parties in order to obtain references for you from former employers. If references are sought before interview or before an offer of employment is made, we will do this where you have given your express consent for us to do so. If your application for employment is successful and we make you an offer of employment, we will share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks. FoodCycle may also receive and share your data with third parties that process data on our behalf in connection with the provision of services for the purposes of the recruitment exercise, for example to source, receive and/or shortlist applications on our behalf. FoodCycle endeavours to ensure specific contractual agreements are in place with any third parties who undertake this processing in order to protect your data. This is explained in more detail below. Recruitment processes are not based solely on automated decision-making. We will tell you beforehand if we use any automated forms of assessment in our decision making processes. You have the right to request that your application is not assessed by automated processes. FoodCycle takes the security of your data seriously. We maintain internal policies and controls that are designed 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. Such controls include: Where FoodCycle engages third parties to process personal data on our behalf, they do so only on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of your data. In line with data protection principles, we will only keep your data for as long as we need it. If your application for employment is unsuccessful, we will hold your data on file for one year after the end of the relevant recruitment process. If your application for employment is successful, personal data gathered during the recruitment process will be kept and 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. One of the reasons for processing your data is to allow FoodCycle to carry out an effective recruitment process. Whilst you are under no statutory or contractual obligation to provide data to FoodCycle during the recruitment process, if you do not provide the information, we may not be able to process your application properly or at all. Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. There will be no consequences for withdrawing your consent. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use, however we may continue to process your data if we have a statutory reason or lawful basis for doing so. If you would like to exercise any of your rights, you may do so by contacting FoodCycle’s Head of Programmes Sophie Tebbetts Head of Programmes, [email protected], 02077292775, FoodCycle South Bank House, Black Prince Road London SE1 7SJ. If you believe that FoodCycle has not complied with your data protection rights, you can complain to the Information Commissioner. You can find more information about doing so at https://ico.org.uk/concerns/ Data Protection Principles
What information does FoodCycle collect?
Why does FoodCycle process personal data?
Who has access to data?
Application assessments, pre-employment checks and references
Automated decision-making
How does FoodCycle protect data?
For how long does FoodCycle keep data?
What if you do not provide personal data?
Your Rights