Applicant privacy notice
As part of its recruitment process, BVG Associates collects and processes personal data relating to job applicants. BVG Associates is committed to being transparent about how it collects and uses this data and to meeting its data protection obligations.
What information does BVG Associates collect?
BVG Associates collects and processes 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 with previous employers
• Information about your current remuneration package
• Details of your bank account
• Information about your nationality and entitlement to work in the UK
• The results of verbal and numerical reasoning tests and identity personality profiling which you may be asked to undertake as part of the recruitment process, and
• Information about whether or not you have a disability for which BVG Associates needs to make reasonable adjustments as part of the recruitment process.
What ways is data collected?
BVG Associates collects this information in a variety of ways. For example, data might be collected through CVs and covering letters, obtained from your passport or other identity documents or through interviews, meetings or other assessments, including on-line tests.
In some cases, BVG Associates may collect personal data about you from third parties, such as references supplied by former employers. BVG Associates will only seek other information from third parties with your consent.
Why does BVG Associates process personal data?
BVG Associates needs to process your personal data as we may, as a result of the recruitment process, enter into an employment contract with you. BVG Associates also needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a prospective employee’s entitlement to work in the UK before employment starts and we will need details of your bank account to reimburse you for any agreed interview expenses.
Some special categories of personal data, such as information about health or medical conditions, are processed to carry out BVG Associates’ employment law obligations (such as those in relation to applicants with disabilities).
Who has access to data?
Information about your application such as your CV, covering letter, interview notes and results of any tests will be stored on a shared drive to which all staff in the business have access. BVG Associates will share your data during the recruitment process with external third parties who provide HR and financial services to the organisation. Your data will also be shared with external organisations who administer on-line tests and personality profiling tools on our behalf.
Information collected through our equal opportunities monitoring form and any financial information is kept on a private drive to which only the HR, finance team and Managing Director have access.
How does BVG Associates protect data?
BVG Associates takes the security of your data seriously. BVG Associates has policies and controls in place to try to make sure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by relevant people in the performance of their duties. The company’s computer network limits access to certain areas to maintain confidentiality. Individual employee’s access to electronic data held on BVGA’s data servers is controlled using user rights policies configured by the IT support team.
Where BVG Associates engages third parties to process personal data on its behalf, the third parties do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
How long does BVG Associates keep data?
BVG Associates will hold your personal data for one year after the end of the recruitment process. If BVG Associates wishes to hold your data on file for longer than this for consideration for future employment opportunities, we will ask your permission and hold your personal data for a further 12 months. At the end of that period or once you withdraw your consent, your data is deleted.
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.
When BVGA receives an unsolicited CV enquiring about potential vacancies and wishes to retain the individual’s CV for future vacancies, it will seek the consent of the applicant to hold their personal data on file for a period of 12 months. At the end of that period, or once the individual withdraws their consent, the CV and any covering letter will be deleted.
Recruitment decisions are not based solely on automated decision-making.
As an applicant, you have various rights. Full details can be found at www.ico.co.uk. If you would like to exercise any of these rights, please contact the Senior HR and Office Administrator at email@example.com
If you believe that BVG Associates has not complied with your data protection rights, please contact the Operations Director at firstname.lastname@example.org. If BVGA is unable to resolve your complaint to your satisfaction, you can also contact the Information Commissioners Office