1. Introduction

T47 Limited [“the Company”, “we”, “us”] is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. We are committed to protecting the privacy and security of your personal information.

This privacy notice sets out how we handle the personal information you supply for the purposes of recruitment. Our purpose for processing this information is to assess your suitability for a role you have applied for and to help us develop and improve our recruitment process.

2. The data we collect 

We do not collect more information than we need to fulfil our stated purposes and will not keep it longer than necessary.

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.

We will use any feedback you provide about our recruitment process to develop and improve our future recruitment campaigns.

The personal data we may collect from you includes: 

• Contact details such as name, title, addresses, telephone numbers, and personal email addresses.

• Copies of driving licence, passport, birth certificates and proof of current address, such as bank statements and council tax bills.

• Evidence of how you meet the requirements of the job, including CVs and references.

• Evidence of your right to work in the UK and immigration status.

• Diversity and equal opportunities monitoring information – this can include information about your race or ethnicity, religious beliefs, sexual orientation, disability and other ‘special category data.

• Information about your health, including any medical needs or conditions.

• Other information required for some applications.

• If you contact us regarding your application, a record of that correspondence.

• Details of your use of our recruitment tools and services, such as your candidate profile and alerts for vacancies.

  
  

• The status of your application and updates on how it moves forward.

3. Our legal basis for using your data

The lawful basis we rely on for processing your personal data is article 6(1)(b) of the UK GDPR, which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract.

If you provide us with any information about reasonable adjustments you require under the Equality Act 2010 the lawful basis we rely on for processing this information is article 6(1)(c) to comply with our legal obligations under the Act.

The lawful 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 ethnicity information is article 9(2)(b) of the UK GDPR, which relates to our obligations in employment and the safeguarding of your fundamental rights. And Schedule 1 part 1(1) of the DPA2018 which again relates to processing for employment purposes.

4. What will we do with the information you give us?

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 may also contact you to request your feedback about our recruitment process. We’ll use the other information you provide to assess your suitability for the role.

5. What information do we ask for and why we need your data

We do not collect more information than we need to fulfil our stated purposes and will not keep it longer than necessary.

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.

We will use any feedback you provide about our recruitment process to develop and improve our future recruitment campaigns.

6. How your personal information is collected

We usually collect your personal information when you send it to us via email or via our website. We might also collect information from third parties.

These include, for example:

• Recruitment agencies

• Former employers and people named by candidates as references

• Other background check agencies

7. Data sharing

   
   

We will share information about you internally with hiring managers and externally with third parties who provide certain parts of our recruitment service process, for example, recruitment agencies, subject to applicable requirements.

If you are successful in your application, we will upload your details to our HR system. As a member of staff you will sign a contract of employment and agree to additional terms on how your data is handled and stored.

We will also share your anonymised data for statistical analysis if we are required to do so by law.

8. Pre-employment checks and security clearance

   
   

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. We may share information about you with public authorities which maintain appropriate records.

You are required to provide the information necessary to carry out the pre-employment checks and relevant security clearance processes for the role before your appointment can be formally confirmed. Failure to provide the necessary information may mean we are unable to make an offer.

9. Data security

   
   

We have put in place measures to protect the security of your information.

Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially; to keep it secure and to comply with all applicable data protection requirements.

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 only give access to your personal information to those employees, agents, contractors and other third parties who need to work on the recruitment process.

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.

10. Data retention

    
    

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for. For documents supporting recruitment, application and sifting, the retention period is as follows:

• Successful recruitment candidate information

• Retention Trigger - End of employment

• Retain for - 6 months

  
  

• Unsuccessful recruitment candidate information

• Retention Trigger - Last action

• Retain for - 6 months 

  
  

• Responses to recruitment process feedback surveys

• Retention Trigger - Last action

• Retain for - 6 months

11. Your rights

    
    

You have the right to: 

• Request access to your personal information (known as a ‘data subject access request’) - you’ll receive a copy of the personal information we hold about you, so you can check that we are lawfully processing it. It also allows you to request an electronic copy of any data you have provided in a structured, commonly used and machine-readable format;

  
  

• Request that we correct incomplete or inaccurate personal information that we hold about you;

• Request we delete or remove your personal information - you can do this when there is no good reason for us to keep it - you can ask us to delete or remove your personal information where you have exercised your right to object to processing (see below);

• Withdraw your consent for any data processed under the lawful basis of consent (see below); object to the processing of your personal information where we are relying on the legal basis that we are carrying out our public task (see legal bases above)

• Request we restrict the processing of your personal information - you can ask us to stop processing your personal information, for example if you want us to establish its accuracy or the reason for processing it.

  
  

To make any of these requests or to ask us to transfer a copy of your personal information to another party, contact the People Team at T47 Limited, 1st Floor, Northfield House, Shalford, Guildford, GU8 4EP.

12. Questions or concerns about personal data 

    
    

If you have any questions or concerns about the collection, use or disclosure of your personal information please contact us in writing at T47 Limited, 1st Floor, Northfield House, Shalford, Guildford, GU8 4EP.

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, although we would appreciate it if you gave us the opportunity to deal with your complaint first. The ICO’s website is www.ico.gov.uk.

13. Changes to this privacy notice 

    
    

We may change this privacy notice. Any changes to this privacy notice will apply to you and your data immediately. If these changes affect how your personal data is processed, we will take reasonable steps to let you know.