Privacy notice for job applicants

Introduction

This privacy notice will inform you as to how we look after your personal data when you apply for a job with the EEF. This page should be read in conjunction with the information on the main EEF privacy notice page which covers information relevant to anyone whose data is used by EEF including your rights.

Purpose and lawful basis for processing

Our purpose for processing this information is to assess your suitability for a role you have applied for.

The lawful basis we rely on for processing your personal data is article 6(1)(b) of the GDPR, which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract. The legal basis we rely on to process any information you provide as part of your application which is special category data, such as health, religious or ethnic information is article 9(2)(b) of the GDPR, which also relates to our obligations in employment and the safeguarding of your fundamental rights and article 9(2)(h) for assessing your work capacity as an employee. We also rely on Schedule 1 part 1(1) and (2)(a) and (b) of the DPA2018 which relates to processing for employment, the assessment of your working capacity and preventative or occupational medicine.

What we need and why we need it

We’ll use all the information you provide during the recruitment process to progress your application with a view to offering you an employment contract with us, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide with any third parties for marketing purposes.

We’ll use the contact details you give us to contact you to progress your application. We’ll use the other information you provide to assess your suitability for the role.

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it may affect your application if you don’t.

The information we ask for will depend on the stage of the recruitment process that you have reached, as outlined below.

Application stage

We ask you for your personal details including name and contact details. We’ll also ask you about previous experience, education, referees, right to work documentation and for answers to questions relevant to the role. Our recruitment team will have access to all this information.

You will also be asked to provide equal opportunities information through an online anonymous form. Completing the form is not mandatory and will not affect or be linked to your application; we will not make this information available to anyone outside the organisation.

The EEF want to ensure we implement equality of opportunity for all employees and prospective employees and encourage a diverse range of talent to apply and progress within the EEF. We aim to create a workforce that is diverse, promotes inclusion and supports everyone to progress and achieve, regardless of background characteristics.

Any information you provide will be used to produce and monitor equal opportunities statistics and may inform the EEF’s approach to targeting recruitment to appeal to applicants from underrepresented demographics.  As an organisation, we need to consider the impact that race, sex, transgender, disability, age, sexual orientation and religion or belief may have on our staff.

Conditional offer/appointment

If we make a conditional offer of employment, we’ll ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We must confirm the identity of our staff and their right to work in the United Kingdom, and seek assurance as to their trustworthiness, integrity and reliability. You must provide:

  • proof of identity and qualifications as necessary – we will ask you for copies of original documents
  • a declaration as to whether or not you have any unspent convictions
  • your email address and other information so that a basic criminal record check can be conducted by the Disclosure and Barring Service to verify your declaration
  • information about your health.

Referees will also be contacted at this stage and asked to provide a reference.

Once a decision is taken to confirm the offer, you will be asked to supply bank details, emergency contact details and information relevant to pension enrolment as necessary.

How long we keep it

Unsuccessful applications are retained for 6 months from the appointment of the successful candidate. Information about successful candidates will be transferred to their personnel file and retained in line with our employee privacy notice [add link to our employee privacy notice]. 

After 6 months from the appointment of the successful candidate, we will 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.

Any information you provide will be used to produce and monitor equal opportunities aggregate statistics and this analysis will inform the EEF’s approach to targeting recruitment to appeal to applicants from underrepresented demographics.

What are your rights?

For more information on your rights, please see ‘Your rights’ on the main EEF privacy notice page.

Do we use any data processors?

No.

* This privacy notice was updated on 3 July 2020.