Be/Hired Privacy Statement
Last updated: 15 May 2018
This privacy statement tells you what to expect when GB Group Plc (‘GBG’) collects personal information in relation to your application.
To meet privacy regulations, there are a number of things we need to notify you of and as we are using third party software we are restricted in how we present this information to you.
This statement will cover:
- What personal information we collect and why
- Who we will share your personal information with
- Use of your personal information
- International Data Transfers
- How long we retain your personal information for and why
- Your rights
- Who we are
- Our Data Protection Officer
- How to contact us
- How to lodge a complaint with a Supervisory Authority
WHAT PERSONAL INFORMATION DO GBG COLLECT AND WHY?
When you apply online for a position with GBG we will use the information you provide to assist in the recruitment and selection process. The application for a role is a choice you have made, therefore the initial processing of your personal data will be based on consent. There is information we require in order to process your application, which within the software are depicted as mandatory fields GBG may also seek additional information from other sources, for example, by using your references in the final stages of the recruitment process.
GBG respects and is committed to protecting the personal information of our Candidates.
Information provided on the application form and any information obtained from other sources will be retained in all cases in hard copy format and/or electronically only for as long as is required for the purposes of:
- the administration of your application
- future consideration where applicable (you will be notified separately if your application details will be retained for this purpose and provided with the opportunity to request deletion)
- if your application is successful this will form the basis of your employment records
- discharging any legal or regulatory requirements
You have the opportunity to provide information in relation to additional adjustments required to the recruitment process to assist you. This is to ensure we enable all individuals to compete on equal terms. You may choose to provide some sensitive personal information here, but it is not required and could be provided at a later date. By continuing you consent to the processing of any sensitive data you may provide.
WHO WILL WE SHARE YOUR PERSONAL INFORMATION WITH AND WHY?
GBG will share your information with third party service partners, who are acting on behalf of GBG as our data processor, the details are below of whom GBG will share your personal information with and why:
Access UK Ltd provide GBG with the software which controls the be/hired process via the screens you are using now. This is hosted in the UK. GBG is unable to change the questions which have been asked or the process within the system you are taken through. Whilst they control the “how” from a software perspective and host this platform, your personal data is gathered by GBG as the Data Controller, so we decide on why this is processed, who it is shared with etc... as outlined in this privacy statement. The aCloud recruitment Team at Access UK Ltd (Deployment / Development & support) appoints one individual in the hosting team with access to the server for support and maintenance purposes only.
External Recruitment Agencies This is where you have engaged with an external recruitment agency and they have shared your details with GBG for a role they will have notified you about. We are unable to be more explicit in this statement as to who they are as we work with a large number of agencies globally. If you would like more information regarding your personal information, please contact us by email to: email@example.com or by writing to: Data Privacy and Compliance, GBG, The Foundation, Chester Business Park, Chester, CH4 9GB.
CEB Inc: provide GBG with a global talent assessment platform which is hosted in the US. As part of your application you may be requested to complete this assessment via a separate link. To generate this link, GBG will need to have shared your name and email address. The data entered is then determined by you.
Other Third Parties: This could include contacting the named referee(s) you have provided in order to gain a reference on you or once your application has been successful, your details may be shared with other third parties, such as a payroll provider. You will be notified of any further processing at the appropriate time.
ACCURACY OF YOUR PERSONAL INFORMATION
You enter your own information, so please ensure it is correct. If this needs to be updated, please contact: firstname.lastname@example.org who will be able to facilitate your request.
INTERNATIONAL DATA TRANSFERS
As a global organisation, it depends where in the world you are based and the role you have applied for whether a transfer has taken place.
The platform on which be/hired is hosted by Access UK Ltd is in the United Kingdom (EEA), so if you only apply for a role in the EEA and do not complete a talent assessment, no international data transfer will have taken place. If you are in the EEA, and you do complete a talent assessment, your name and email address will have been transferred securely to CEB Inc. in the US.
Depending on the role you have applied for, we may need to transfer your personal information to other companies within GBG for administrative purposes. For example if you are based within the European Economic Area (EEA), we may need to transfer your personal information outside of the EEA if you have applied for a role in a non-EEA country/territory.
GBG and our third parties take appropriate technical and organisational measures to ensure the security of your personal data.
HOW LONG DO WE RETAIN YOUR PERSONAL INFORMATION FOR AND WHY?
Your data is retained for 3 months within be/hired, then it is automatically deleted. If you would like your data deleted sooner, please contact email@example.com so we can raise this as a request for Access UK Ltd to complete on our behalf.
If your recruitment process goes beyond 3 months, you will be aware of this, with your personal data then held by GBG for the duration of your recruitment process.
If you are successful with your application, your personal data will form part of your employment record. There is a separate privacy notice to support how your information is held and how long for as a GBG Team Member, which will be shared at the appropriate time.
As an individual, you have rights under the GDPR (General Data Protection Regulation 2016) regarding the use of your personal information, these are:
- The right to withdraw consent – you can withdraw your consent at any time.
- The right to be forgotten – you can request that GBG remove your personal information from our systems
- The right to restrict processing – you can request that GBG only process your personal information for purposes specified by yourself
- The right to data portability – you can request that the personal information you have provided to GBG be ported to another organisation
- The right to access your personal information – You have a right to know what personal information GBG hold on you and for what purpose we are processing your personal information this is known as a Data Subject Access Request (DSAR). These requests must be made in writing by either email or letter with photographic identification to confirm your identity.
You can send these requests to firstname.lastname@example.org or by post to:
Privacy & Data Compliance Team
GB Group Plc
Chester Business Park
WHO ARE GBG?
Group Plc (‘GBG’) take the protection and security of your personal information very seriously.
This policy explains to you how GBG uses and secures your personal information whilst you are using be/hired and as part of your candidate experience.
GBG are global specialists in identity intelligence we have customers located in over 70 countries. GBG uses data under licence to support our customers with their business needs, such as locating people, identity verification, reducing fraud and marketing solutions.
GBG has offices in 24 locations; our registered head office is located within the United Kingdom.
GB Group Plc
Chester Business Park
Company Registration Number: 02415211
Our Data Protection Officer is Kate Lewis, please contact Kate if you have any questions about how your personal information is used by GBG, email@example.com or +44 (0)1244 657277.
HOW TO COMPLAIN
We appreciate that at GBG we do not always get things right and it is regrettable for us as an organisation when we receive a complaint. We take all complaints seriously and can assure you we will do our best to deliver a satisfactory outcome. If you do wish to complain about how your personal information is used by GBG then please write to us at:
Privacy & Data Compliance Team
GB Group Plc
Chester Business Park
Alternatively, you can email us at firstname.lastname@example.org
GBG will investigate and respond within 10 working days, this allows us time to investigate your complaint thoroughly.
THE RIGHT TO LODGE A COMPLAINT WITH THE SUPERVISORY AUTHORITY
Where you believe that GBG have not taken our responsibilities with your personal information seriously, you have the right to complain to the Supervisory Authority. As GBG is a global business, it would be difficult to provide all relevant details therefore, as an organisation registered in the UK, the contact details for our local supervisory authority are:
Information Commissioners office
Telephone number: 0303 123 113 or +44 (0)1625 545 745