Job applicant privacy notice (compliant with the GDPR)

As part of our recruitment process, Gordale collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.

What information does Gordale collect?

During the recruitment process we collect a range of information about you. 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 the organisation needs to make reasonable adjustments during the recruitment process
  • information about your entitlement to work in the UK

We collect this information in a variety of ways, e.g. data might be contained in application forms or CV, passports or other identity documents, or collected through interviews. We may also collect personal data about you from third parties, such as references supplied by former employers. We will only seek information from third parties once a job offer has been made and will inform you that we are doing so. Data is stored in a range of different places, including on your application records, HR filing systems and on IT systems.

Why does Gordale process personal data?

If successful at interview, we need to process data in order to enter into a contract with you and in some cases, we need to process data to ensure that we comply with our legal obligations e.g. to check a successful applicant’s eligibility to work in the UK before employment starts. We have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide who to offer a job to. During the recruitment we process health information where we need to make reasonable adjustments for candidates who have a disability. 

Who has access to data?

Your information will be shared internally for the purposes of the recruitment exercise. We will not share your data with third parties, unless 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. The organisation will not transfer your data outside the European Economic Area.

How does Gordale protect data?

We take the security of your data seriously and 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. 

For how long does Gordale keep data?

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 period for which your data will be held will be provided to you in a privacy notice.

If your application for employment is unsuccessful, and you agree to us keeping your data on file, we will hold your data for 6 months in case there are future employment opportunities to which you are suited. At the end of that period, your data will be deleted/destroyed. If you do not consent to us holding your data, your details will be deleted/destroyed immediately following an unsuccessful application.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require us to change incorrect or incomplete data;
  • require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
  • object to the processing of your data where we rely on our legitimate interests as the legal ground for processing; and
  • ask us to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the organisation’s legitimate grounds for processing data.

If you would like to exercise any of these rights, you can contact our HR Manager. 

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly, or at all.