Recruitment Privacy NOTICE

Data controller: Frontier Science (Scotland) Ltd, Grampian View, Kincraig PH21 1NA

Frontier Science (Scotland) Ltd (FSS) works to be compliant with all statutory requirements of current Data Protection laws. As part of any recruitment process FSS collects and processes personal data relating to job applicants. FSS is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

1. WHAT INFORMATION DOES FSS COLLECT?

FSS collects a range of information about you. This includes:

• your name, address and contact details, including email address and telephone number;
• details of your qualifications, skills, experience and employment history;
• information about your current level of remuneration, including benefit entitlements;
• whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process;
• information about your entitlement to work in the UK.

FSS collects 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.

FSS will also collect personal data about you from third parties, such as references supplied by former employers. FSS will seek information from third parties only once a job offer is likely to be 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 Human Resources files (paper & electronic) and potentially on other FSS IT systems (including email).

2. WHY DOES FSS PROCESS PERSONAL DATA?

FSS needs to process your personal data to take steps at your request prior to entering into and entering into a contract with you.

In some cases, FSS needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.

FSS has a legitimate interest in processing personal data during the recruitment process to be able to perform the recruitment process and for keeping records of the process. Processing data from job applicants allows FSS to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job.

FSS may also need to process data from job applicants to respond to and defend against legal claims.

FSS processes health information only if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out FSS legal obligations. For specific roles, it is lawful for FSS to ask for information about criminal convictions and offences.

FSS will not use your data for any purpose other than the recruitment exercise for which you have applied.

3. WHO HAS ACCESS TO YOUR PERSONAL DATA?

Your information will be shared internally for the purposes of the recruitment process. This includes members of the HR and recruitment team, interviewers involved in the recruitment process and managers in the business area with a vacancy.

FSS may only share your data with third parties, in the event that your application for employment is successful and it makes you an offer of employment subject to obtaining references from former employers. FSS may also share your data with third parties, regarding checks to determine you are entitled to work in the UK.

FSS will not transfer your data outside the European Economic Area, unless former employment references are required.

4. HOW DOES FSS PROTECT YOUR PERSONAL DATA?

FSS takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed internally except by our staff in the proper performance of their duties.

5. FOR HOW LONG DOES FSS KEEP DATA?

If your application for employment is unsuccessful, FSS will hold your data on file for 1 year after the end of the relevant recruitment process. At the end of that period or if you withdraw your consent prior to that, your data will be 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 the FSS Retention Policy.

6. YOUR RIGHTS

You have certain rights under the Data Protection Legislation which include:

• the right to access the personal data held about you by making a subject access request in accordance with the Data Protection Legislation. We may charge a reasonable fee when a request is manifestly unfounded or excessive;
• the right to have your personal data rectified if it is inaccurate or incomplete;
• the right to request to have your personal data deleted in certain specific circumstances as set out in the Data Protection Legislation;
• the right to request to restrict the processing of your personal data in certain specific circumstances as set out in the Data Protection Legislation;
• the right to ask us not to process your personal data for marketing purposes or for purposes based on our legitimate interests;
• the right to data portability; and
• where you have provided consent, to request to withdraw such consent at any time.

If you would like to exercise any of these rights, please contact The Data Protection Committee, Frontier Science (Scotland) Ltd, Grampian View, Kincraig PH21 1NA, email data.protection@frontier-science.co.uk.

If you believe that FSS has not complied with your data protection rights, you can report your concern to the Information Commissioner’s Office, www.ico.org.uk.

7. WHAT IF YOU DO NOT PROVIDE PERSONAL DATA?

You are under no statutory or contractual obligation to provide data to FSS during the recruitment process. However, if you do not provide the information, FSS will not be able to process your application properly and it will be withdrawn.