Introduction

This Privacy Notice tells you what to expect in relation to personal information about you which is collected, handled and processed by BJF Group.

BJF Group of Abbey Court, Boarley Lane, Maidstone, Kent ME143 3DD is the Data Controller.

We acknowledge and agree that any personal data of yours that we handle will be processed in accordance with all applicable data protection laws in force from time to time. Currently, the UK Data Protection Act 2018 (“DPA 2018”), alongside the General Data Protection Regulations (“GDPR”).

Data Protection Principles

Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles. In accordance with these principles, we will ensure that:

processing is fair, lawful and transparent

• data is collected for specific, explicit, and legitimate purposes
• data collected is adequate, relevant and limited to what is necessary for the purposes of processing
• data is kept accurate and up to date. Data which is found to be inaccurate will be rectified or erased without delay
• data is not kept for longer than is necessary for its given purpose
• data is processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures
• we comply with the relevant GDPR procedures for international transferring of personal data

Types of Data

The information about you we may collect, hold and process is set out below:

(A)   Information collected and processed for finding you a suitable role is as follows:

·       Your Name

·       Your Address

·       Your Telephone Numbers

·       Your Email Addresses’

·       Your CV/Work History

·       Your job preferences, including role, geographical areas, current salary and salary expectations

·       Any other work-related information you may provide, for example, training and education certificate’s

(B)   Information in respect to individuals that have worked for us previously or may work for us is as follows:

·       Passport

·       In some cases, permits and visas

·       Date of Birth

·       National Insurance Number

·       Full details of job offers and placements (where applicable)

·       Outcome of criminal records check and security clearance for certain roles

·       In some cases, medical information

·       References

·       Financial Information including but not limited to personal bank details, payroll details and terms, HMRC data, pension scheme details, court orders and statutory payments

·       Performance Management documents for example; appraisal forms and action plans

·       Training documentation

·       A log of communication with you by email and telephone

This information will have been provided, or will be provided, by you or a third party who we work with, such as a job board provider or another employment business or agency. In the case of references, these will be from your previous employers. Medical information may be supplied by a third party such as your GP, Consultant or Occupational Health. The outcome of criminal record checks and security clearance checks, where relevant, will be supplied by the Disclosure and Barring Service or other applicable external company.

How we use the information

The above information is used in BJF Group’s recruitment and selection processes, to assist you in finding a suitable role within our business.

The information under (A) above may be used as follows:

·       To match your skills and experience with the current job vacancies we are advertising or are soon to be recruiting for

·       To put forward your details to Hiring Managers within BJF Group for you to be considered for open vacancies

·       To keep you informed of available opportunities as they arise

The information under (B) above may be used as follows:

·       To establish that you have the right to work

·       To undertake relevant security and criminal record checks as required by us, and our clients

·       To deal with any medical and health and safety issues relating to certain positions

·       To put in place offer letters and contractual arrangements and documentation if a role is a secured

·       To pay you a salary, if successful

Our lawful basis for processing such data is due to having both a legitimate interest and legal obligation.

Special Categories of Data

Special categories of data are data relating to your:

·       health

·       sex life

·       sexual orientation

·       race

·       ethnic origin

·       political opinion

·       religion

·       trade union membership

·       genetic and biometric data.

We carry out processing activities using special category data:

a)  for the purposes of equal opportunities monitoring

b)  to determine reasonable adjustments

Most commonly, we will process special categories of data when the following applies:

a)  you have given explicit consent to the processing

b)  we must process the data in order to carry out our legal obligations

c)   we must process data for reasons of substantial public interest

d)  you have already made the data public.

Automated Decision Making

Automated decision-making means making decision about you using no human involvement e.g. using computerised filtering equipment. No decision will be made about you solely on the basis of automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.

How we hold the information

All the personal data we have is stored electronically on a secure cloud-based system, secure HR drive (with restricted HR access only) and our GDPR compliant Applicant Tracking System InRecruiting. 

Disclosure of your information

Your CV and related information will be shared or sent to Hiring Managers internally and never shared externally, only upon offer acceptance.

Once you have secured a role with BJF Group additional information will be requested of you to be shared with clearance agencies and clients. Personal data shall not be transferred to a country or territory outside the EEA unless that country or territory ensures an adequate level of protection or the appropriate safeguards are in place for your rights and freedoms. Before such a transfer takes place outside of the EEA, we will provide you with further information concerning this.

Other trusted third parties that we may share your data with are as follows: HM Revenue and Customs, pension scheme providers, legal advisors and other companies for the purpose of undertaking pre-engagement checks for the role or for paying you.

What is the legal basis for processing the information?

We will rely on your consent to process the information marked with an * above which is collected at the outset of the recruitment process either by BJF Group or an outsourced recruitment service.

Information and documentation to establish your right to work is processed by us as we are legally obliged to do so.

In respect of medical information, the basis for us processing this will depend on the circumstances, but will usually be for one of the following reasons: it is necessary to protect health and safety or to prevent discrimination on the grounds of disability or where consent has been obtained, if required.

Information in relation to security clearance checks, which are relevant for most roles, will be processed on the basis that it is necessary for us to comply with the law, on the basis of our legitimate interest to fulfil a contract with clients or consent will be obtained, if required.

If you are a successful candidate, we will process your personal data, including financial information, for the purpose of you entering into a contract to fulfil your role and to enable us to pay you, depending on the specific contractual arrangements and circumstances.

For the purposes of paying you, where relevant, we are legally obliged to provide information to HMRC.

Once an offer has been secured, we may also process your data on the basis of our legitimate interests i.e. for administrative purposes.

Your rights

You currently have the right at any time to ask for a copy of the information about you that we hold. 

If you would like to make a request for information please email [email protected].

In addition to this right of access, you also have the following rights:

·       Erasure

·       Restriction of processing

·       Objection and data portability

Retention of your data

Your data will be retained for no longer than is necessary, which, in relation to unsuccessful candidates, is six months to a year. 

However, the following will be retained for a period of 6 months after initial contact/introduction.

·       Your Name

·       Date of initial contact

·       The role applied for

·       Source of introduction i.e. Direct, Agency Name

·       Interview stage reached

·       Reason for being unsuccessful

This is in order to comply with contractual obligations with recruitment agencies.

Withdrawal of consent

If you have provided us with your consent to process your data, for the purpose of us finding you a suitable role within BJF Group, you have the right to withdraw this at any time. 

In order to do so you should contact us by emailing [email protected].

Where you have created a profile within our Applicant Tracking System, you can access the data we hold about you, request amendments and/or deletion and revoke your consent.

Concerns

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to Information Commissioners Office at https:\ico.org.ukconcerns.

Contact

Please address any questions, comments and requests regarding our data processing practices to:

Our appointed compliance officer in respect of our data protection activities is:

Name: Julia Rutledge, Head of HR

Email:  [email protected]

Tel:       01622 266266 ext. 650

Changes to the Privacy Notice

This Privacy Notice may be changed by us at any time.