Data
Protection Privacy – Recruitment
1.0 INTRODUCTION
This notice explains what
personal data (information) we will hold
about you, how we collect it, and
how we will use and may share information about you during the application process. Please ensure that you read this notice (sometimes referred to as
a ‘privacy notice’) and any other similar notice we may provide to you from time to time when we
collect or process personal information about you.
2.0 WHO COLLECTS THE INFORMATION
Renewable Energy Systems Limited
(“RES”) is a ‘data
controller’ and gathers and uses certain information about you. This
information is also used by
our affiliated entities and group companies (our “group companies”) and
so, in this notice, references to ‘we’ or ‘us’
mean RES and our group companies.
3.0 DATA PROTECTION PRINCIPLES
We will comply with the data protection principles when gathering and
using personal information, as set
out in our Data Protection Policy.
WHAT INFORMATION
We may collect
some or all of the following
information (in accordance with local regulations in each individual country
and individual consent) during the recruitment
process:
•
Your name and contact details (ie address, home
and mobile phone numbers, email address);
•
Details of your qualifications, experience,
employment history (including job titles, salary
and working hours) and interests;
•
Information regarding your criminal record (in
limited circumstances, depending on the nature of position or if you have
voluntarily disclosed any details);
•
Details of your
referees.
•
Information about your previous academic and/or
employment history, including details of any conduct, grievance or performance
issues, appraisals, time and attendance, from references obtained about you
from previous employers and/or education providers
•
Information regarding your academic and
professional qualifications
•
Your nationality and immigration status and
information from related documents, such as your passport or other
identification and immigration information
•
A copy of your driving licence
•
Diversity data to assist our diversity
monitoring
5.0 HOW WE COLLECT THE INFORMATION
We may
collect this information from you, your
referees (details of whom you
will have provided), your education
provider, the relevant professional
body, and any relevant Government department.
6.0 WHY WE
COLLECT THE INFORMATION AND HOW WE USE IT
We
will typically collect and use this information for the following purposes:
•
to take steps to enter into a contract;
•
for compliance with a legal obligation (e.g. to
check that you are eligible to work in the country where the vacancy exists); and
•
for the purposes of our legitimate interests,
but only if these are not overridden by your interests, rights or freedoms.
We seek to ensure
that our information collection and
processing is always proportionate. We will notify you of any changes to information we collect or
to the purposes for which we collect
and process it.
7.0 HOW WE MAY SHARE THE INFORMATION
We may
also need to share some of the above
categories of personal information
with other parties, such as HR consultants
and professional advisers. Usually,
information will be anonymised but
this may not always be possible. The
recipient of the information will be bound by confidentiality obligations. We
may also be required to share some
personal information with governmental authorities and/or regulators as required to comply with the law.
8.0 SENSITIVE PERSONAL INFORMATION AND CRIMINAL
RECORDS INFORMATION
Further details on how we handle
sensitive personal information and information
relating to criminal convictions and offences
are set out in our Data Protection Policy,
available on request from the HR department.
9.0 WHERE INFORMATION MAY BE HELD
Information may be held at
our offices and those of our group companies, and third
party agencies, service providers, representatives and agents as described above.
10.0 HOW LONG WE KEEP YOUR INFORMATION
We have 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 your suitability for employment and decide whether to offer you a job.
We may also need to process data from job applicants to respond to and defend against
legal claims.
If your application for employment is unsuccessful, we will hold
your data on file for a reasonable period after the end of the relevant recruitment process. Keeping your
personal data on file enables us to give you consideration for future
employment opportunities.
If
your application for employment is successful, personal data gathered during
the recruitment process will be transferred to your personnel file and retained
in connection with your employment.
11.0 YOUR
RIGHTS TO CORRECT AND ACCESS YOUR INFORMATION AND TO ASK FOR IT TO BE ERASED
Please contact our HR department if (in accordance
with applicable law) you would like to
correct or request access to information
that we hold relating to you
or if you have any questions about this notice. You also have the right to ask our HR department
for some but not all of the information we hold and process to
be erased (the ‘right to be forgotten’) in certain circumstances. Our HR department
will provide you with further
information about the right to
be forgotten, if you ask for it.
12.0 KEEPING YOUR PERSONAL INFORMATION SECURE
We
have appropriate security measures in place to prevent personal information
from being accidentally lost, or used or accessed in an unauthorised way. We
limit access to your personal information to those who have a genuine business
need to know it. Those processing your information will do so only in an authorised
manner and are subject to a duty of confidentiality.
We
also have procedures in place to deal with any suspected data security breach.
We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
13.0 HOW TO COMPLAIN
We hope that the HR department can resolve any
query or concern you raise about our
use of your information. If not, you may contact any statutory body
responsible for data protection issues in the country in which you live.