As part of any recruitment process, BSW Timber Ltd collects and processes personal data relating to job applicants. The Company is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
This privacy notice describes how we collect and use personal information about you during the recruitment process, in accordance with the General Data Protection Regulation (GDPR).
It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.
We will comply with data protection law. This says that the personal information we hold about you must be:
Personal data means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). The Company collects and processes the following personal data about you as part of the recruitment process:
We may also collect, store and use the following "special categories" of more sensitive personal information:
The Company collects the above information in a variety of ways. For example, data might be collected through application forms and CVs, obtained from documents provided by you; from forms completed by you; from correspondence with you; or through your passport or other identity documents, or collected through interviews, meetings, or other assessments
In some cases, the Company may collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers, and information from credit reference agencies. The company will seek information from third parties only once a job offer to you has been made.
We will only process your personal data when the law allows us to. Most commonly, we will process your personal data in the following circumstances, which are identified by the relevant number of asterisks alongside the practical uses below:
The situations in which we will process your personal information are listed below, using asterisks to indicate the purpose or purposes for which we are processing or will process your personal information.
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
"Special categories" of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information.
We may process special categories of personal information in the following circumstances:
Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public.
We will use your particularly sensitive personal information in the following ways:
If your application is unsuccessful, the company may keep your personal data on file in case there are future employment opportunities for which you may be suited.
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR, payroll, your line manager and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.
Your information may be shared externally with the Recruitment Agency or other recruitment body who has provided us with your application on your behalf.
The company will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The company will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks.
The company will not transfer your data outside the European Economic Area.
The company takes the security of your data seriously. It has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the performance of their duties.
Where the Company engages third parties to process personal data on its behalf, they 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.
All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer an employee, worker or contractor of the company we will retain and securely destroy your personal information in accordance with applicable laws and regulations.
If your application for employment is unsuccessful, the company will ordinarily hold your data on file for 6 months after the end of the relevant recruitment process.
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.
As a data subject, you have a number of rights. You can:
If you would like to exercise any of these rights, please contact the Nominated Person:
The Company Secretary, BSW Timber Ltd, East End, Earlston, Berwickshire, TD4 6JA
Or by email at firstname.lastname@example.org
If you believe that the Company has not complied with your data protection rights, you can complain to the Information Commissioner.
You are under no statutory or contractual obligation to provide data to the company during the recruitment process. However, if you do not provide the information, the company may not be able to process your application properly or at all.
Employment decisions are not based solely on automated decision-making.
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.