20 St. Andrew Street
+44 (0)20 3004 4482
Data protection principles
In relation to your personal data, we will:
- process it fairly, lawfully and in a clear, transparent way
- collect your data only for reasons that we find proper for the course of your employment in ways that have been explained to you
- only use it in the way that we have told you about
- ensure it is correct and up to date
- keep your data for only as long as we need it
- process it in a way that ensures it will not be used for anything that you are not aware of or have consented to (as appropriate), lost or destroyed
Types of data we process
We will only collect the information that is relevant to processing of your application for employment (or the relevant matter at hand). This information includes:
- personal details including your name, address, email address, phone numbers
- photograph (if provided on your application)
- information included on your CV including references, education history and employment history
- documentation relating to your right to work in the UK
- current and previous job titles, job descriptions
- details of your criminal record
How we collect your data
We collect data about you in a variety of ways and this will usually start when we undertake a recruitment exercise where we will collect the data from you directly. This includes the information you would normally include in a CV or a recruitment cover letter, or notes made by our recruiting officers in relation to your application, or during a recruitment interview. Other details may be collected directly from you in the form of official documentation such as your driving licence, passport or other right to work evidence.
In some cases, we will collect data about you from third parties, such as employment agencies, former employers when gathering references or credit reference agencies. Where this is necessary, we will inform you and seek your consent to proceed.
Personal data is kept in secure personnel files or within Moorhouse’s HR and IT systems.
Why we process your data
We use your data to process your application and assess your suitability for employment with us. This includes:
- The review of your application, CV and / or any supporting information by employees or representatives of Moorhouse
- communicating with you regarding the status or outcome of your application
- communicating with you regarding further opportunities (where appropriate and with your consent)
- conducting reference checks (where appropriate and with your consent)
- conducting criminal record checks (where appropriate and with your consent)
We will only use your data where we ae permitted by law, e.g. fulfilling a legal obligation, because we have a legitimate business interest (in line with ICO’s guidance) or where we have your consent to do so.
Special categories of data
Special categories of data are data relating to your:
- sexual orientation
- ethnic origin
- political opinion
- trade union membership
- genetic and biometric data
We do not need your consent if we use special categories of personal data in order to carry out our legal obligations or exercise specific rights under employment law. However, we may ask for your consent to allow us to process certain particularly sensitive data (for example, health data for the purpose of reasonable adjustments). If this occurs, you will be made fully aware of the reasons for the processing. As with all cases of seeking consent from you, you will have full control over your decision to give or withhold consent and there will be no consequences where consent is withheld. Consent, once given, may be withdrawn at any time. There will be no consequences where consent is withdrawn.
Criminal conviction data
We will only collect criminal conviction data where it is appropriate given the nature of your role and where the law permits us. This data will usually be collected at the recruitment stage, however, may also be collected during your employment. We use criminal conviction data in the following ways:
- To perform Disclosure & Barring Service (DBS) checks
We rely on the lawful basis of legitimate interest to process this data.
If you do not provide your data to us
We may be prevented from confirming your employment with us in relation to our legal obligations if you do not provide us with this information e.g. confirming your right to work in the UK or, where appropriate, confirming your legal status for carrying out your work via a criminal records check.
Sharing your data
Your data will be shared with colleagues within Moorhouse where it is necessary for them to support the processes of reviewing your application.
Where required, we share your data with third parties in order to complete DBS and credit reference checks. We always discuss this with you and seek your consent in advance.
Protecting your data
We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such.
Where we share your data with third parties, we provide written instructions to them to ensure that your data are held securely and in line with GDPR requirements. Third parties must implement appropriate technical and organisational measures to ensure the security of your data.
How long we keep your data for
In line with data protection principles, we only keep your data for as long as we need it for. Personal data relating to unsuccessful applicants will be deleted after 6 months. For more information about the personal data of Moorhouse employees, please refer to the employee privacy notice.
Your rights in relation to your data
The law on data protection gives you certain rights in relation to the data we hold on you. These are:
- the right to be informed. This means that we must tell you how we use your data, and this is the purpose of this privacy notice.
- the right of access. You have the right to access the data that we hold on you. To do so, you should make a subject access request.
- the right for any inaccuracies to be corrected. If any data that we hold about you is incomplete or inaccurate, you are able to require us to correct it.
- the right to have information deleted. If you would like us to stop processing your data, you have the right to ask us to delete it from our systems where you believe there is no reason for us to continue processing itHow about in circumstances where we believe we have a legitimate interest?
- the right to restrict the processing of the data. For example, if you believe the data we hold is incorrect, we will stop processing the data (whilst still holding it) until we have ensured that the data is correct.
- the right to portability. You may transfer the data that we hold on you for your own purposes.
- the right to object to the inclusion of any information. You have the right to object to the way we use your data where we are using it for our legitimate interests.
- the right to regulate any automated decision-making and profiling of personal data. You have a right not to be subject to automated decision making in way that adversely affects your legal rights.
Where you have provided consent for use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.
If you wish to exercise any of the rights explained above, please contact Irene Oldham.
Making a complaint
The supervisory authority in the UK for data protection matters is the Information Commissioner (ICO). If you think your data protection rights have been breached in any way by us, you have the right to make a complaint to the ICO. We would, however, appreciate the opportunity to address your concerns, so please feel free to contact us in the first instance.