Recruitment Privacy Notice

Your privacy is important to us. This privacy notice summarises how and why we collect your personal information in relation to our recruitment process, what we do with it and what your rights are in relation to it.

Why we need personal information

We need personal information about you to assess your suitability for the role you have applied for or  other roles within Bourn Hall that might be of interest to you. If you fail to provide the information we need for this purpose we will not be able to process your application.

What personal information we need

We will only collect and use information that is relevant to the recruitment process. Depending on your circumstances, this will include the information you provide through your Curriculum Vitae and covering letter or email, any information provided via our online recruitment portal and the information you provide during an interview or other selection process.  If your application is successful and we are in a position to make a job offer we will need additional information from you at that time including obtaining information from your referees.

Sensitive information

We do not ask you for sensitive information during the recruitment selection process, apart from proof of identify and the right to work in the UK, which is a legal and regulatory requirement for us.  Once an offer has been made and accepted we ask you to complete a health declaration form to assess if you have the required virology immunity status and whether any adjustments need to be made for you.  You will be required to disclose information about convictions (including spent convictions) and may also be required to complete a Disclosure Barring Service Check.  We will also ask for further information for payroll and benefits administration purposes such as your national insurance number, date of birth and bank account details.

Sharing personal information

We will only share your personal information with third parties for the purposes of processing your application for example UK CRBS (DBS umbrella body), referee contacts.  All our third-party service providers are required to take appropriate security measures to protect your personal information in line with the prevailing data protection legislation. 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.  The Company does not intend to transfer personal information outside the UK.

Data security

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.

Storage and destruction

We will retain your personal information for twelve months after we have communicated to you our decision about whether to appoint you. This is so that we may contact you again should another suitable position become available and to demonstrate 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 unless your application had been successful and you have started employment with us.

Future changes

While the content of this privacy notice is accurate at the date of issue, we may need to make changes in the future.

Your rights

You have the right to access the personal information that we hold about you. You can also ask us to correct any errors and, in certain circumstances, you can request that the use of your personal information is restricted. Where the processing is taking place in pursuit of our legitimate interests, you also have the right to object to that processing or request that your personal information is erased. Please contact us in relation to any such requests.

If you have any issues in relation to our handling of your personal information, please contact our Human Resources  Department.  You have a right to lodge a complaint with the Information Commissioner’s Office. Further information about your rights are available on the Information Commissioners Office website.

This privacy notice is for the attention of applicants and is for information only.  You do not need to take any action.