Data Protection Officer:
As part of any recruitment process, MyDrive collects and processes personal data relating to job applicants. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does the organisation collect?
MyDrive collects a range of information about you. This includes
MyDrive collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.
MyDrive will also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. MyDrive will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.
Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).
Why does MyDrive process personal data?
MyDrive needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.
In some cases, MyDrive needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.
MyDrive 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 the organisation to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. MyDrive may also need to process data from job applicants to respond to and defend against legal claims.
MyDrive processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
Where MyDrive processes other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes.
For some roles, MyDrive is obliged to seek information about criminal convictions and offences. Where the organisation seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.
MyDrive will not use your data for any purpose other than the recruitment exercise for which you have applied.
If your application is unsuccessful, MyDrive will keep your personal data on file in case there are future employment opportunities for which you may be suited. MyDrive will ask for 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 will be shared internally for the purposes of the recruitment exercise. This includes members of the HR team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.
MyDrive will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. MyDrive will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.
MyDrive will not transfer your data outside the European Economic Area.
How does the organisation protect data?
MyDrive takes the security of your data 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 proper performance of their duties. Provide more detail of internal policies and controls, eg systems restrictions.
For how long does MyDrive keep data?
If your application for employment is unsuccessful, MyDrive will hold your data on file for 6 months after the end of the relevant recruitment process. If you agree to allow MyDrive to keep your personal data on file, MyDrive will hold your data on file for a further 6 months for consideration for future 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 personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.
As a data subject, you have a number of rights. You can:
If you would like to exercise any of these rights, please contact firstname.lastname@example.org. You can make a subject access request by completing the organisation’s form for making a subject access request.
If you believe that the organisation 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 MyDrive during the recruitment process. However, if you do not provide the information, MyDrive may not be able to process your application properly or at all.
Recruitment processes are not based solely on automated decision-making.