WHAT IS THE PURPOSE OF THIS CANDIDATE PRIVACY POLICY?

Robert Barton Associates Limited (trading as Robert Barton Associates and known as RBA Search) is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. You are being made aware of this privacy notice should you register an interest and/or apply for a vacancy at one of our client companies. It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR).

DATA PROTECTION PRINCIPLES

We will comply with data protection law and principles, which means that your data will be:

THE KIND OF INFORMATION WE HOLD ABOUT YOU

In connection with your application for work with one of our client companies, we will collect, store, and use the following categories of personal information about you:

We may also collect, store and use the following types of more sensitive personal information:

HOW IS YOUR PERSONAL INFORMATION COLLECTED?

We collect personal information about candidates from the following sources:

HOW WE WILL USE INFORMATION ABOUT YOU

We will use the personal information we collect about you to:

It is in our legitimate interests to decide whether to put you forward for the role since it would be beneficial to our client to have the best candidate appointed to that role.  We need to process your personal information in order to do this.

Having received your CV and covering letter, and/or your application form, we will then pass that information to the client company who will decide whether you meet the basic requirements to be shortlisted for the role. If they decide to put you forward for an interview, we will pass on to our client any relevant information we have obtained that may assist them in their decision to appoint you to the role, following their interview(s) with you. If our client decides to offer you the role, we will then take up references. Any offer will be subject to satisfactory references and it is only at the point of an offer that we will take up references, unless you give us express permission to do otherwise.

If you fail to provide personal information

If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require references for this role and you fail to provide us with relevant details, we will not be able to take your application further.

HOW WE USE PARTICULARLY SENSITIVE PERSONAL INFORMATION

We will use your particularly sensitive personal information in the following ways:

AUTOMATED DECISION-MAKING

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

DATA SHARING

We will only share your personal information with the client company for whose vacancy you are applying. None of our third party service providers will ever have access to your data.

DATA SECURITY

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to the employees of RBA Search and the client company. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

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.

DATA RETENTION

How long will you use my information for?

We will retain your personal information for a period of two years after we have communicated to you our client’s decision about whether or not to shortlist you to an interview. We will retain your personal information for a period of six years after we have communicated to you our client’s decision to appoint you to a role. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information.

If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will contact you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.

RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact Sarah Barton in writing.

RIGHT TO WITHDRAW CONSENT

When you confirmed your wish to apply for the role in question, you provided consent on that date to us processing your personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact Sarah Barton. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.

DATA PROTECTION OFFICER

We have appointed Sarah Barton as the data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.