Job Applicant Privacy Statement
Data controller: Jae Gadar, email@example.com
As part of any recruitment process, Ashworth Group collects and processes personal data relating to job applicants. Ashworth Group is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does Ashworth Group collect?
Ashworth Group 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 Ashworth Group needs to make reasonable adjustments during the recruitment process;
information about your entitlement to work in the UK; and
Ashworth Group 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, including online tests.
Ashworth Group will also collect personal data about you from third parties, such as references supplied by former employers. Ashworth Group 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.
Why does Ashworth Group process personal data?
Ashworth Group needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.
In some cases, Ashworth Group 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.
Ashworth Group 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 Ashworth Group to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. Ashworth Group may also need to process data from job applicants to respond to and defend against legal claims.
Ashworth Group processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
For some roles, Ashworth Group is obliged to seek information about criminal convictions and offences. Where Ashworth Group seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, Ashworth Group will keep your personal data on file in case there are future employment opportunities for which you may be suited. Ashworth Group will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.
Who has access to data?
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.
Ashworth Group will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. Ashworth Group will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.
Ashworth Group will not transfer your data outside the European Economic Area.
How does Ashworth Group protect data?
Ashworth Group 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 except by our employees in the proper performance of their duties.
For how long does Ashworth Group keep data?
If your application for employment is unsuccessful, Ashworth Group will hold your data on file for 6 months after the end of the relevant recruitment process. If you agree to allow Ashworth Group to keep your personal data on file, Ashworth Groups will hold your data on file for a further 12 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 a new privacy notice.
As a data subject, you have a number of rights. You can:
access and obtain a copy of your data on request;
require Ashworth Group to change incorrect or incomplete data;
require Ashworth Group to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
object to the processing of your data where Ashworth Group is relying on its legitimate interests as the legal ground for processing; and
ask Ashworth Group to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override Ashworth Group's legitimate grounds for processing data.
If you would like to exercise any of these rights, please contact Jae Gadar - firstname.lastname@example.org. You can make a subject access request by completing Ashworth Group's form for making a subject access request.
If you believe that Ashworth Group has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to Ashworth Group during the recruitment process. However, if you do not provide the information, Ashworth Group may not be able to process your application properly or at all.
Recruitment processes are not based solely on automated decision-making.