As part of any recruitment process, the company collects and processes personal data relating to job applicants and directly provided CVs and resumes. Pacific is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations under the GDPR (General Data Protection Regulations).
What information does we collect?
The company collects a range of information about you. This includes:
The company collects this information in a variety of ways. For example, data might be contained in CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.
If you send us an un-solicited CV (i.e. you are not contacting us about any particular recruitment process) then we will:
We may also seek information from third parties such as references supplied by former employers, but only once we offer a job offer to you, and we will inform you that we are doing so.
Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).
Why does the company process personal data?
We need to process data to take steps at your request prior to entering into a contract with you. We also need to process your data to enter into a contract with you.
In some cases, we need to process data to ensure that we are complying with our legal bligations. For example, it is mandatory that we check a successful applicant's eligibility to work in the UK before employment starts.
The company has 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 to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.
Where we rely on legitimate interests as a reason for processing data, we have considered whether or not those interests are overridden by the rights and freedoms of employees or workers and we have concluded that they are not.
We will also process health information if we need to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out our obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, the company will keep your personal data on file in case there are future employment opportunities for which you may be suited. The company will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.
Who has access to data?
Your information will be shared internally for the purposes of the recruitment exercise. This may includes members of the senior management team, interviewers and senior staff involved in the recruitment process.
The company 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 about you.
Your data may be transferred outside the European Economic Area (EEA) during the shortlisting process to assess your suitability for interview. Data is transferred outside the EEA on the basis the transfer is necessary for our legitimate interests which we believe do not supersede your rights as a data subject. We will assess all the circumstances of the transfer before it happens and provide suitable safeguards to protect the personal data.If necessary your data will be anonymised before being transferred outside the EEA, so it does not identify you as an individual person.
How does the organisation protect data?
The company takes the security of your data seriously. We 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 the organisation keep data?
If your application for employment is unsuccessful, we will hold your data on file for 12 months [choose time period] after the end of the relevant recruitment process.
At the end of that period, or once you withdraw your consent, your data will be deleted or destroyed.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file (containing electronic and paper records) 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 firstname.lastname@example.org, who is responsible for data protection at Pacific.
If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not wish to provide personal data?
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, we may not be able to process your application properly or at all.
Our recruitment processes are not based on any automated decision-making.