Privacy Policy for Job Applications

January 2020

As part of any recruitment process, the Company collects and processes personal data relating to job applicants and, as such, is committed to being transparent about how it collects and uses such data and to meeting its data protection obligations under GDPR.

Background

Lifetime Opportunities Ltd. is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you.

You are being given a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor). Lifetime Opportunities is committed to being transparent about how it collects and uses such data and to meeting its data protection obligations under GDPR. This Privacy Policy 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:

  • 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 information do we hold

In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:

  • your name, address and contact details, including email address and telephone numbers;
  • details of your qualifications, training, professional registrations, skills, experience and employment history;
  • driving licence details
  • information about your current level of pay
  • information about your entitlement to work in the UK

We may also collect, store and use the following “special categories” of more sensitive personal information:

  • Information about your health, including any medical condition, health and sickness records.
  • Information about criminal convictions and offences.

How do we collect this information

This information may be collected from your application form, CV and covering letter, recruitment agency profile, obtained from your supporting documentation such as ID documents, driving licence or collected through interview and pre employment checks.

We collect personal information from you the candidate and also the following third parties:

  • Atlantic Data by whom your Enhanced DBS check will be processed.
  • Experian credit reference agency, from which we collect the following categories of data: Passport validation (if applicable).
  • Disclosure and Barring Service & Disclosure Scotland in respect of criminal convictions.
  • Your named referees, from whom we collect the following categories of data: Dates of employment (if applicable), role details, performance & conduct details, skills relevant to role applied for, reason for leaving, disciplinary and attendance record details.

We will only contact these third parties once a job offer has been made to you.

How we will use information about you

We will use the personal information we collect about you to:

  • Communicate with you about the recruitment process
  • Assess your skills, qualifications, and suitability for the role
  • Carry out background and reference checks, where applicable
  • Keep records related to our recruitment processes
  • Comply with legal or regulatory requirements
  • We also need to process your personal information to decide whether to enter into a contract of employment with you
  • We may also need to process data from job applicants to respond to and defend against legal claims

How we use particularly sensitive personal information

We will use your particularly sensitive personal information in the following ways:

  • We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment and employment process which allows us to carry out our legal obligations and exercise specific rights, for example whether adjustments need to be made during a test or interview or for you to carry out your job role.
  • Information about criminal convictions:
    • We will collect information about your criminal convictions history if we would like to offer you the role you applied for (conditional on checks and any other conditions, such as references, being satisfactory). We are required to carry out an Enhanced DBS check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. In particular:
      • The role you have applied for is one which is listed on the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (SI 1975/1023) and is also specified in the Police Act 1997 (Criminal Records) Regulations (SI 2002/233)] so is eligible for a standard or enhanced check from the Disclosure and Barring Service.

We have a legitimate interest in processing your personal data during the recruitment process, for keeping records and to allow us to manage the recruitment process, assess and confirm your suitability for employment and decide whether on not to make a job offer.

If you fail to provide personal information

If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.

Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

Why we might share your personal information with third parties

We will only share your personal information with the following third parties for the purposes of processing your application: for example with other companies within the Opportunities Group or a third party agent who we use to help us process recruitment applications. 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.

Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the management team, HR and interviewers involved in the recruitment process.

We will not share your personal information with third parties, unless your application for employment is successful and we make you an offer of employment. The company will then share your data with former employers to obtain references for you and (if role appropriate) the Disclosure and Barring Service to obtain necessary criminal records checks via Atlantic Data.

Your data will not be transferred outside the European Economic Area (EEA).

How long do we keep your personal information

Information submitted in relation to job applications either by an application request form (via website), email, telephone enquiry will be held either on our secure server or stored in our recruitment records for a 12 month period in order to refer back to for a job or future query.

On receipt of your application form, if your application for employment is unsuccessful, the company will hold your data on file for 12 months after the end of the relevant recruitment process.

At the end of that period or once you withdraw your consent, your data is deleted or destroyed.

If you no longer want us to hold onto this information please let us know and we will follow the procedure to delete it.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personal file and retained during your employment. The periods for which your data will be held will be provided to you in a new Employee Privacy Notice.

Your personal data collected during the recruitment process will be stored securely in our recruitment records and on our IT systems.

Data security

We have put in place appropriate security measures and internal policies to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, your personal information is only accessed by our employees in the proper performance of their duties and as authorised to do so.

All our IT partners and service providers are GDPR compliant.

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.

Your rights in connection with personal information

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.

Under certain circumstances, by law you have the right to:

  • Request access to your personal information
  • Request correction of the personal information that we hold about you
  • Request erasure of your personal information
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground
  • Request the restriction of processing of your personal information
  • Request the transfer of your personal information to another party

Right to withdraw consent

When you apply for a role with Lifetime Opportunities, you provide consent on the date of your application to us processing your personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact the info@lifetimeopportunitiesco.uk. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.

Further Information & Contact Details

If you have any questions about this privacy notice or how we handle your personal information, please contact us on 01706 853487 or info@lifetimeopportunities.co.uk. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

  • Care Quality Commision
  • Ofsted
  • Bild
  • National Autistic Society