As part of any recruitment process, OnSide collects and processes personal data relating to job applicants. OnSide are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.
OnSide collects a range of information about you. This includes:
OnSide collects this information in a variety of ways. For example, data might be contained in application forms, CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, online or face to face.
OnSide will also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. OnSide will seek information from third parties only once a job offer to you has been made and will inform you that it is 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).
OnSide needs to process data to take steps at your request prior to entering into a contract with you. We also need to process your data to enter into a contract with you. In some cases, OnSide 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.
OnSide 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 and decide to whom to offer a job. OnSide may also need to process data from job applicants to respond to and defend against legal claims.
OnSide processes health information only if we need to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out our obligations and exercise specific rights in relation to employment.
Where OnSide processes other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes, but only with the consent of job applicants, which can be withdrawn at any time. For some roles, we are obliged to seek information about criminal convictions and offences. Where this is the case, we do so because it is necessary for it to carry out our obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, OnSide do not habitually keep personal data on file in case there are future employment opportunities for which you may be suited. Nevertheless, if it is so required, OnSide will ask for your consent before we keep your data for this purpose and you are free to withdraw your consent at any time.
Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR and 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.
OnSide will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you, and the Disclosure and Barring Service to obtain necessary criminal records checks. OnSide will not transfer your data outside the European Economic Area.
OnSide takes the security of your data seriously. We have internal policies and controls in place 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, and is stored in a confidential electronic format, or locked physical storage with limited access.
If your application for employment is unsuccessful, OnSide will hold your data on file for 12 months after the end of the relevant recruitment process. If you request or agree to allow OnSide to keep your personal data on file, we will hold your data on file for a further 12 months for consideration for future employment opportunities. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed.
If your application for employment is successful, personal data gathered during the recruitment process will be 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 an organizational privacy notice.
As a data subject, you have a number of rights. You can:
If you would like to exercise any of these rights, please contact Chiara Mallia, HR Officer, firstname.lastname@example.org
If you believe that OnSide has not complied with your data protection rights, you can complain to the Information Commissioner.
You are under no statutory or contractual obligation to provide data to OnSide 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. You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.