Jackson Boyd Job Applicant Privacy Notice
As part of our recruitment processes, the Firm collects and processes personal data relating to job applicants. Jackson Boyd is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
“Jackson Boyd” consists of both Jackson Boyd LLP and Jackson Boyd (Services) LLP.
Jackson Boyd is a “Data Controller” and gathers and uses certain information about you.
What information does Jackson Boyd collect?
Jackson Boyd collects a range of information about you. This includes:
- Your name, address and contact details, including email address and home and mobile phone numbers.
- Details of your qualifications, skills, experience and employment history, including start and end dates with previous employers and with the Firm where relevant.
- Information about your current level of remuneration, including benefit entitlements.
- Whether or not you have a disability for which the Firm needs to make reasonable adjustments during the recruitment process.
- Information about your entitlement to work in the UK.
Jackson Boyd may collect 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, including online tests.
Jackson Boyd may 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. The Firm 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 and hard copy notes).
Why does Jackson Boyd process personal data?
The Firm needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you.
In some cases, the Firm 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.
Jackson Boyd 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 Firm to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. The Firm may also need to process data from job applicants to respond to and defend against legal claims.
For some roles, the Firm is obliged to seek information about criminal convictions and offences. Where the Firm 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.
If your application is unsuccessful, the Firm may keep your personal data on file in case there are future employment opportunities for which you may be suited. The Firm 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 may be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment 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.
The Firm will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The Firm 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.
Jackson Boyd will not transfer your data outside the European Economic Area.
How does the Firm protect data?
The Firm 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.
Where the Firm engages third parties to process personal data on its behalf during the recruitment process, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and Firm measures to ensure the security of data.
For how long does Jackson Boyd keep data?
If your application for employment is unsuccessful, and if you agree to allow the Firm to keep your personal data on file, the Firm will hold your data on file for 6 months after the end of the relevant recruitment process 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 for the duration of your employment. The periods for which your data will be held are contained in the Firm’s Data Protection Policy.
As a data subject, you have a number of rights. You can:
- Access and obtain a copy of your data on request.
- Require the Firm to change incorrect or incomplete data.
- Require the Firm to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing.
- Object to the processing of your data where the Firm is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact us at – firstname.lastname@example.org or by writing to us at: The Data Protection Officer, Jackson Boyd, Framework, 124 St Vincent Street, Glasgow, G2 5HF
If you believe that the Firm 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 the Firm during the recruitment process. However, if you do not provide the information, the Firm may not be able to process your application properly or at all.
Recruitment processes are not based solely on automated decision-making.