Privacy policy for the Thatcham Research employer branding and recruitment
We at Thatcham Research manage our employer branding and recruitment process through our career site (the “Career Site”), and by using a related applicant tracking system.
Recruitment Fair Processing Notice
Your privacy is important to us. Before sending your details, please read this statement to ensure you are happy for us to collect and process your data as part of our recruitment process.
Recruitment Data Privacy Statement
To operate our recruitment process, we collect and store personal information you provide via the online application portal, recruitment agencies or by sending a CV directly to us. When applying for a specified vacancy or sending your details on a speculative basis, certain information about you is provided to us.
What information do we hold and process?
- Name, address and contact details, including email address and telephone number(s).
- Skills, experience and employment history with previous employers.
- Equal opportunities monitoring information, including age, sex, gender identity, racial or ethnic origin, sexual orientation, disability, and religious or other beliefs*
*Providing equal opportunities monitoring information is entirely voluntary. This information, which includes age, sex, gender identity, racial or ethnic origin, sexual orientation, disability health, and religious or other beliefs, is not required for making an application. Applicants can choose not to provide this information if they prefer. However, please note that if employed, we will need to collect sex and date of birth for administrative purposes.
Why do we collect and process this data?
We collect and process this data for legitimate business interests when establishing suitability for a vacant role and on a legal basis to avoid discrimination against job applicants on the grounds of any protected characteristics.
We always balance your right to privacy where we use your data for our own legitimate business interests.
Special categories of data, such as information about age, sex, gender identity, racial or ethnic origin, sexual orientation, disability, and religious or other beliefs, are processed for equal opportunities monitoring purposes.
Information provided about disabilities is also used to ensure that any necessary reasonable adjustments can be offered.
Who has access to this data?
Throughout the recruitment and selection process, your data is only accessible to our recruitment and HR teams, managers and individuals involved in the recruitment for the specific vacancy or where a CV is sent speculatively to us.
We may also share your data with third parties in order to:
- Obtain pre-employment references from previous employers with your consent
- Obtain employment background checks from third party providers
Data collected only for equal opportunities monitoring purposes, such age, sex, gender identity, racial or ethnic origin, sexual orientation, and religious or other beliefs, is only be accessible to our recruitment team. Where disability data is collected, this may need to be shared with the hiring manager(s) or health and safety as appropriate to ensure any reasonable adjustments to the recruitment process can be supported effectively.
How long do we keep your data?
For unsuccessful applicants, contact details, CV (including speculative CVs) and any interview notes are held for a period of 12 months from the date the CV was provided. However, if we would like to retain your details for future suitable vacancies, at the appropriate time, we will communicate and seek further consent to keep your details for a further period of time. Data collected for equal opportunities monitoring purposes may be retained in an annonymised form after the initial 12-month period.
For successful applicants, all data gathered throughout the recruitment process will form part of your employment details and are covered by their own privacy notice.
How do we protect your personal data?
We take the security of your data seriously. There are 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 performance of their duties.
Where we engage third parties to process personal data on our behalf, they do so on the basis of written instructions and are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of the data.
Your rights:
You have the right to know what personal data we hold about you and to be provided with a copy and to have any inaccurate information corrected. You may also have rights to restrict some of the processing described above or withdraw any consent given. If you have any questions about this or would like to exercise your rights, please contact us on the details below.
For questions about this Data Privacy Notice or your data or to complain, please email, privacy@thatcham.org.
Ver3 31Oct2024
