Candidate Privacy Notice
Purpose of the Privacy Notice
This notice describes how Metapack Ltd & the Metapack group of companies (“Metapack”) collect, use, disclose, and otherwise process the personal data (“Candidate Data”) of individuals who apply to work with us (whether as an employee, worker or contractor) and considered for a position with Metapack (“Candidate”).
Metapack is a “data controller”, this means that we are responsible for deciding how we hold and use personal information about you. This notice makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for.
Data Protection Principles
We will comply with data protection law and principles, which means that your data will be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely. Information we hold about you
Information we hold about you
In connection with your application to work with us, we will collect, store, and use the following categories of personal information about you:
- The information you have provided to us in your curriculum vitae and covering letter, and/or on our application form.
- Your name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications, information on nationality, visa status or right to work, and any further information you have provided to us in the course of applying for work with us.
- Any information you provide to us during an interview or during any tests, presentations or exercises which may form part of the recruitment process.
- Results of any tests conducted as part of the recruitment process, such as development or psychometric tests.
- Position(s) for which you wish to be considered, desired salary, willingness to relocate, and other job preferences.
- How you heard about the position.
- Referral names and contact information for referrals.
- Name and contact information for references (it being solely your responsibility to obtain consent from references before providing their personal data).
- If your application is successful, we may also ask for background checks, including with the Disclosure & Barring Service, Credit Reference checks and employment verification (references), prior to confirming your appointment.
- We may also collect, store and use the following “special categories” of more sensitive personal information:
- Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
- Information about your health, including any medical condition, health and sickness records.
- Information about criminal convictions and offences.
How Personal Information is collected
We collect personal information about Candidates from the following sources:
- You, the Candidate
- Recruitment agencies;
- Background check providers;
- Credit reference agencies;
- The Disclosure and Barring Service (or equivalent in other countries) in respect of criminal convictions;
- Your named referees;
- Publicly accessible sources such as Linked In, social media & networks, public posts and search engines.
How we use Personal Information
We will use the personal information we collect about you to:
- Assess your skills, qualifications, and suitability for the role.
- Carry out background and reference checks, where applicable.
- Communicate with you about the recruitment process and inform you of potential career opportunities.
- Keep records related to our hiring processes.
- Comply with legal or regulatory requirements.
- Prepare offers of employment.
- Improve our recruitment process by generating anonymized data and analysis using Candidate data.
It is in our legitimate interests to decide whether to appoint you to the role applied for, since it would be beneficial to our business to appoint someone to that role.
Having received your application information and relevant documents, we will process that information to decide whether you meet the requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for interview. If we decide to call you for interview, we will use the information you provide to us at interview and the results of any tests, presentations or exercises to decide whether to offer you the role. If we decide to offer you the role, we will then take up references and carry out a full background check, including criminal record and credit reference checks, before confirming your appointment.
If you fail to provide personal information
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
How we use Sensitive Personal Information
We will use your particularly sensitive personal information in the following ways:
- We will use information about your disability status to consider whether we need to provide appropriate adjustments at any stage during the recruitment process.
- We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.
Information about criminal convictions
We will process information about criminal convictions where permitted by law.
We will collect information about your criminal convictions history (where permitted by law) if we would like to offer you the role (conditional on checks and any other conditions, such as references, being satisfactory). We are entitled to carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
Why might you share my personal information with third parties?
We will only share your personal information with other Metapack Group companies and third parties for the purposes of processing your application. All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained by writing to the recruitment team at email@example.com
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so
How long will you use my information for?
We will retain your personal information for a period of 12 months after we have communicated to you our decision about whether to appoint you to the role. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our data retention policy.
If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.
Rights of access, correction, erasure & restriction
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please write to the recruitment team at firstname.lastname@example.org.
Right to withdraw consent
When you applied for this role, you provided consent to us processing your personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please write to the recruitment team at email@example.com. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.
Data Privacy Manager
We have appointed a data privacy manager to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the data privacy manager at firstname.lastname@example.org. We aim to answer all your queries internally, but if you are not satisfied with our response, you have the right to make a complaint at any time to the relevant supervisory authority for data protection issues.