As part of any recruitment process, Boxever collects and processes personal data relating to job candidates. Boxever is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What Information Do We Collect?
We collect a range of information about you in the recruitment process. 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 we need to make reasonable adjustments during the recruitment process.
– Information about your entitlement to work in the jurisdiction in which we are recruiting.
We may collect this information in a variety of ways. For example, data might be contained in application forms, CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment (including online tests).
We may also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. We 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 our application tracking system and on other IT systems (including email).
Why Do We Process this Data?
Boxever has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job candidates allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. We may also need to process data from job candidates to respond to and defend against legal claims.
We may process information about whether or not candidates are disabled to make reasonable adjustments for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment. We may need to process data to take steps at your request prior to entering into a contract with you. We may also need to process your data to enter into a contract with you. In some cases, we need to process data to ensure that we are complying with its legal obligations. For example, it is required to check a successful candidate’s eligibility to work in Ireland / UK / Spain before employment starts.
For some roles, we may be obliged to seek information about criminal convictions and offences. Where we do seek this information, we do so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, we may keep your personal data on file in case there are future employment opportunities for which you may be suited. You are free to withdraw your consent to this at any time.
Who Has Access to Your Data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the People Operations team, interviewers involved in the recruitment process, managers in the business area with a vacancy and our IT team if access to the data is necessary for the performance of their roles.
If you apply for a role with us we share your data with Hire Hive, the provider of our Recruitment System. If your application for employment is successful and we make you an offer of employment, we will then share your data with former employers to obtain references for you, and if necessary for the role, employment background check providers to obtain necessary background checks.
How Do We Protect Data?
We take the security of your data seriously. We have 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. Access to our candidate tracking system, where recruitment data is stored, is authenticated by username and login. Hiring managers and interviewers’ access is restricted to roles they are working on.
How Long Will we Keep Your Data For?
If your application for employment is unsuccessful, we will hold your data on file for two years after the end of the relevant recruitment process 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 Company to change incorrect or incomplete data.
– Require the Company to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing.
If you would like to exercise any of these rights, please contact firstname.lastname@example.org. If you believe that the organisation has not complied with your data protection rights, you can complain to the Data Protection / Information Commissioner / relevant jurisdictional authority.
What if you do not Provide Personal Data?
You are under no statutory or contractual obligation to provide data to the Company during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all.