Terms & Conditions
Privacy Notice Applicants
Date: May 2021
As part of any recruitment process, The Change Collective collects and processes personal data relating to job applicants (hereinafter: ‘you’). The Change Collective is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does The Change Collective collect?
The Change Collective collects a range of information about you. This includes or could include:
- Your name, address and contact details, including email address and telephone number, date of birth and gender;
- Details of your qualifications, skills, experience and employment history; and/or
- Information about your current level of remuneration, including benefit entitlements.
The Change Collective may collect 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. The Change Collective may also collect personal data about you from third parties, such as references supplied by former employers.
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). The data may be stored in the cloud, using cloud providers and/or data centres that are located outside the European Economic Area (EEA).
Why does The Change Collective process personal data?
The Change Collective needs to process data to take steps prior to entering into a contract with you. It may also need to process your data to enter into a contract with you. In some cases, The Change Collective needs to process data to ensure that it is complying with its legal obligations. The Change Collective 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 The Change Collective to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. The Change Collective may also need to process data from job applicants to respond to and defend against legal claims. The Change Collective will not use your data for any purpose other than the recruitment exercise for which you have applied.
Who has access to data?
Your information may 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. The Change Collective may also share your information with third parties who provide (HR-) services to The Change Collective, such as providers that perform screenings against PEP- and sanction lists and/or that perform a BKR check. Your data may be transferred outside the European Economic Area (EEA) due to the use of cloud providers and/or data location outside the EEA where The Change Collective may store your data. Data is transferred outside the EEA on the basis of the US-EU Privacy Shield or other safeguards.
How does The Change Collective protect data?
The Change Collective takes the security of your data seriously. The Change Collective 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 The Change Collective keep data?
If your application for employment is unsuccessful, The Change Collective will hold your data on file for a maximum of 4 weeks after the end of the relevant recruitment process. If you agree to allow The Change Collective to keep your personal data on file, The Change Collective will hold your data on file for a further 12 months period 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 The Change Collective to change incorrect or incomplete data;
- require The Change Collective to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
- object to the processing of your data where The Change Collective is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact firstname.lastname@example.org.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to The Change Collective during the recruitment process. However, if you do not provide the information, The Change Collective may not be able to process your application properly or at all.
The Change Collective is entitled to amend this ‘Privacy Notice – Job applicants’ from time to time, without any notice being required. The most up-to-date privacy statement can always be consulted via The Change Collective’s website.
The Change Collective is entitled to change this Privacy Notice from time to time, without any notice being required.