If you’re applying for a job with us, things are much the same, but there are a couple of extra points to bear in mind.
The kinds of information we’ll collect about you include:
- your name, address and contact details, including email address and telephone number
- details of your qualifications, skills, experience and employment history
- information from interviews and telephone-screenings you may have
- information about your current salary, including benefit entitlements
- information about your right to work in the UK
We may collect this information in a variety of ways. For example, it might come from application forms or CVs (including when you send these to us as part of speculative applications or queries), from your passport or other identity documents, or collected through interviews or other methods of assessment.
We may also collect personal data about you from third parties, such as references supplied by former employers. We’ll only ask for this once we’ve offered you a job though.
Why do we process personal data?
We collect and process your data only where we have your consent or where necessary to perform a contract. We’ll also use it when we have a legitimate interest in doing so, for instance:
- To manage the recruitment process, assess and confirm whether you’re suited to the position, and decide who we’d like to offer a job to.
- To get in touch with you – whether that’s to answer your questions, invite you to an interview, or keep you up to date with what’s happening with your application. We’ll also share your details with the person you’d be working for, so they can talk to you about your application too.
- To let you know about any jobs that might be relevant to you in the future if you’re not successful this time.
- To match your details to the positions we have available, so we can find the right fit.
- In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, we’re required to check your eligibility to work in the UK before employment starts, which will involve copying your form of identification.
Who has access to your data?
Your information may be shared internally within the company for the purposes of the recruitment process. This includes members of the HR team, interviewers involved in the recruitment process, and managers in the business area with a vacancy.
We won’t share your data with third parties unless your application for employment is successful and an offer of employment is made. We’ll then share your data with former employers in order to obtain references. In addition, we may need to share your personal information with a regulator or otherwise to comply with the law.
How long do we keep recruitment data for?
If your application for employment is unsuccessful (including when you have speculatively applied to us for a role which isn’t available), we’ll hold your application data on file for up to one year. At the end of that time, we’ll securely delete or destroy your data. If you’ve had any identity documentation copied, we’ll securely destroy this straight away if you’re not offered a position with us.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and kept securely during your employment.
You have a right to be forgotten, so if you’d ever like to us delete your information or your CV, or would like a copy of the details we have for you, that’s absolutely fine. Just get in touch with us at [email protected]. We’ll need to ask you for proof of your identity though.
Neptune is an equal opportunities employer, and it’s something we wholeheartedly believe in.