Job Applicant Privacy Notice

Data Controller: Gary Sawle, IT Manager

As part of any recruitment process, Baxter Freight collects and processes personal data relating to job applicants. Baxter Freight is committed to being transparent about how it collects and uses that data and to meet its data protection obligations.

What information do we collect?

Baxter Freight collects a range of information about you. This includes:
• Your name, address and contact details including email address and telephone number;
• Details of your qualifications, skills, experience and employment history;
• Information about your current remuneration including benefit entitlements;
• Information about medical or health conditions, including whether or not you have a disability for which the Baxter Freight needs to make reasonable adjustments during the recruitment process;
• Information about your entitlement to work in the UK.

Baxter Freight may collect this information in a variety of ways. For example, data might be contained in application forms, CV’s, covering letters, obtained from your passport, other identity documents and collected through interviews or assessments.

Baxter Freight will also collect personal data about you from third parties such as recruitment agencies, businesses of a similar nature or professional networking profiles. It is your responsibility to obtain consent from referees before providing their personal information to Baxter Freight.

Data will be stored in a range of different places, including our HR database and other IT systems (including email).

Why do we process personal data?

Baxter Freight needs to process data to assist in making a recruitment decision about you and in the event of being offered employment to enter into a contract with you.

In some cases, Baxter Freight needs to process data to ensure it is complying with its legal obligation. For example, it is required to check a successful applicant’s eligibility to work in the UK.

Baxter Freight 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 Baxter Freight to manage the recruitment process, assess and confirm the candidate’s suitability for employment and decide to whom to offer a job. Baxter Freight may also need to process data from job applicants to respond to and defend against legal claims.

Baxter Freight processes some special category of personal data about you if we need to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out our legal obligations and exercise specific rights in relation to employment.

Baxter Freight will not use your data for any purpose other than the recruitment exercise for which you have applied. If your application is unsuccessful, Baxter Freight will keep your personal data on file for a period of 12 months in case there are future employment
opportunities for which you may be suited. Baxter Freight will require 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 may be shared internally for the purpose of the recruitment exercise. This includes members of the HR and administration team, interviewers involved in the recruitment, managers in the business area of the vacancy and IT staff, provided access to the data is necessary for the performance of their role.

Baxter Freight will not share your data with third parties unless your application for employment is successful. At which time, Baxter Freight may share your data with former employers to obtain references and to obtain criminal records checks from the Disclosure and Barring Service.

How do we protect your data?

Baxter Freight takes security seriously. It has 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.

For how long do we keep your data?

If your application for employment is unsuccessful, Baxter Freight will hold your data on file for 6 months from the month we notify you of our decision.

If you provide consent, Baxter freight will keep your data on file for 12 months to consider you for any future suitable employment opportunities. At the end of that period or once you withdraw your consent, your data is deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personal file (electronic and paper based). On commencement of employment you will be issued an Employee Privacy Policy outlining what personal data we keep during your employment and after you have left.

Your rights

As the data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request;
• require Baxter Freight change incorrect or incomplete data;
• require Baxter Freight delete or stop processing your data, for example where the data is no longer necessary for the purpose of processing;
• object to the processing of your data where Baxter Freight is relying on its legitimate interests as the legal ground for processing;
• ask Baxter Freight to stop processing data if the data is inaccurate or there is a dispute about whether or not your interests override Baxter Freight’s legitimate grounds for processing data.

If you would like to exercise any of the above rights, please contact Lorraine Sutcliffe, HR Manager (Lorraine.sutcliffe@baxterfreight.com). Note that these rights are not absolute and in some circumstances, we may be entitled to refuse some or all your request.

If you believe Baxter Freight has not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to Baxter Freight during the recruitment process. However, if you do not provide the information, Baxter Freight may not be able to process your application accordingly or at all