Privacy Information for Job Applicants
Who We Are
We are Vantage Power Ltd, a company registered in England & Wales under registration number 07506426. Our registered address is Unit 7 Greenford Park, Ockham Drive, Greenford, UB6 0FD United Kingdom. Vantage Power Ltd. is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information, please contact us at email@example.com.
What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is 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 might affect your application if you don’t.
We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.
We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete an online test or we might take interview notes. If you complete our online tests, this will be collected by a data processor on our behalf (please see below).
If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of six months. If you say yes, we would proactively contact you should any further suitable vacancies arise.
If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks in order to take up the position. We are required to confirm the identity of our staff, their right to work in the United Kingdom and to seek assurance as to their trustworthiness, integrity and reliability.
You will therefore be required to provide:
- Proof of your identity – you will be asked to provide original documents, we will take copies.
- We will contact your referees, using the details you provide in your application, directly to obtain references.
On your first day of employment, we will also ask you for the following:
- Bank details – to process salary payments
- Emergency contact details – so we know who to contact in case you have an emergency at work.
Use of data processors
Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
If you are asked to go through our online testing, we will use Criteria Corp who provide this online service for us. Vantage Power will submit your name, email address and the position title for which you have applied in order for the system to send you the link for the online tests. Once you complete the tests, the information you submit will be held by Criteria Corp, but Vantage Power will have access to it.
Criteria Corp is a US based organisation and participates in and has certified their compliance with the EU-U.S. Privacy Shield Framework. Criteria complies with the Privacy Shield Principles for all onward transfers of personal data from the EU, including the onward transfer liability provisions.
Here is a link to their Privacy Notice https://www.criteriacorp.com/privacy.htm
During our recruitment process we use Trello to hold application information and information regarding candidate’s progress and assessment throughout the process. This information is held on private boards accessible to our recruitment team.
If you take up employment with us, some of your personal records will be held on CascadeGo, which is an internally used HR records system.
Here is a link to their Terms https://www.cascadehr.co.uk/cascadego-terms-conditions/
If you are employed by Vantage Power, relevant details about you will be held on Xero, which is the online accounting software we use to process our payroll. This will include your name, bank details, address, date of birth, National Insurance Number and salary.
Here is a link to their Privacy Notice https://www.xero.com/uk/about/privacy/
Likewise, your details will be provided to Aviva, who are the administrators of the company workplace pensions scheme. You will be auto-enrolled into the pension scheme and details provided to Aviva will be your name, date of birth, gender, National Insurance number, address, and salary.
On occasion we use selected recruitment agencies in order to assist our recruitment for certain roles. The agency will collect the application information and assess your suitability for the role you have applied for before passing details of suitable candidates on to our inhouse recruitment team.
How long is the information retained for?
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes records of any references.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.
Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the campaign.
How we make decisions about recruitment?
Final recruitment decisions are made by hiring managers and members of our recruitment team. All of the information gathered during the application process is taken into account.
Our online testing is marked and a result is generated automatically. However, the results can be checked manually and all decisions regarding the progression of applicants following testing are made by the recruitment team. Our decision making is not automated.
You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing firstname.lastname@example.org.
What to do if You have a query or complaint
- You have the right to request a copy of all personal data held by us at any time in connection with the personal data submitted by you to the company. This request should be made in writing to email@example.com, or to Data Access Request, Unit 7 Greenford Park, Ockham Drive, Greenford, UB6 0FD.
- We want to make sure that your personal data is accurate and up to date. You may ask us to correct or remove personal data you think is inaccurate by contacting us at firstname.lastname@example.org.
- We may amend these terms at any time and all such changes will take effect once they have been posted on the website careers page. Therefore, you should review these terms before submitting any job application. Any substantial change in how we process personal data will be notified via an announcement on the website.
- Should you have any other queries or complaints about how your personal data is processed by us and/or any third parties then please write to the address below.
If you want to contact us with any questions, comments or complaints about how we collect, use or retain your personal data sent to us, please contact us at: email@example.com, or Data Access Request, Unit 7 Greenford Park, Ockham Drive, Greenford, UB6 0FD.