Recruitment Privacy Policy

6.1 The firm needs to process data as part of the recruitment process and to meet its obligations under relevant legislation. The data used in the recruitment process may be subsequently used for employment purposes if your application is successful.

6.2 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 an individual’s entitlement to work in the UK and to comply with health and safety laws.

6.3 In other cases, the firm has a legitimate interest in processing personal data before any employment relationship may develop.

6.4 Processing job applicant data allows the firm to, for example:

• Run recruitment and promotion processes, including providing job alerts
• Maintain accurate and up-to-date recruitment records and contact details
• Operate and keep a record of grievance and disciplinary processes
• To plan for career development, and for succession planning and talent management purposes
• Obtain occupational health advice, to ensure that it complies with duties in relation to individuals with disabilities, meet its obligations under health and safety law
• Ensure effective general HR and other business administration
• Operate our website
• Respond to and defend legal claims
• Conduct monitoring of IT and communication systems and operate CCTV.

6.5 Some special category data, such as medical records and other information about health or medical conditions, is processed to carry out employment law obligations (such as those in relation to employees with disabilities). We rely on these obligations as one of the processing conditions under data protection legislation to process this kind of data. See section 8.1.2.

6.6 Where the firm processes other special category data, such as information about ethnic origin, sexual orientation or religion or belief, this is done for the purposes of equal opportunities monitoring. This is to carry out its obligations and exercise specific rights in relation to employment.

6.7 Certain information, such as your right to work in the UK, have to be provided to enable the firm to know whether it will be able to enter into a contract of employment with you. If you do not provide other information, this will hinder the organisation’s ability to administer the rights and obligations arising as a result of any subsequent employment relationship efficiently.

Back to top

7. OUR LAWFUL BASIS FOR PROCESSING YOUR PERSONAL DATA

7.1 Hazlewoods must have a lawful basis to process your personal data.

7.2 These are the bases we most often rely on:

7.2.1 Contractual

7.2.1.1 The processing is necessary because you have asked us to take specific steps before entering into a contract of employment with us. This is regardless of whether the contract negotiation is successful, i.e. whether the recruitment process leads to you being employed by the firm. It also includes processing personal data where we ask you to take an assessment and the result leads to a solely automated decision about your application.

7.2.1.2 We would be unable to carry out contract negotiations with you if you did not provide or we were unable to process your personal data under this lawful basis.

7.2.2 Legal obligation

7.2.2.1 The processing is necessary for us to comply with the laws or regulations we are subject to (not including our contractual obligations).

7.2.2.2 We would be unable to process your application if you did not provide or we were unable to process your personal data under this lawful basis.

7.2.3 Legitimate interests

7.2.3.1 We also undertake processing in our legitimate interests or the legitimate interests of a third party. We check beforehand that this processing is not going to override your rights and interests.

7.2.3.1 We rely on legitimate interests to allow us for example, to:

• Communicate with you or other relevant parties
• Compile and distribute video and audio recordings and transcriptions of events, telephone calls and meetings
• Undertake internal administration and management around recruitment matters
• Administer our website, and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes
• Improve our website to ensure that content is presented in the most effective manner for you and for your computer
• Keep our website safe and secure, including the monitoring and enforcement of any terms in policies concerning use of our website
• Allow you to participate in interactive features of our website or services, when you choose to do so
• Ask you to complete and/or sign documentation online
• Facilitate meetings, seminars or other events we arrange with you and other business partners
• Carry out management planning, modelling and internal analysis
• Enhance and develop our business and services
• Support the development of data processors’ services and products
• Undertake benchmarking activity, quality and risk management reviews, and compile and issue associated reports
• Establish, exercise or defend legal claims
• Carry out CCTV monitoring and maintain records of who has entered our premises
• Take photos or capture video footage of events and activities.

7.2.4 Consent

7.2.4.1 We may ask your consent in specific circumstances. We may be unable to process or continue with your application if you did not provide consent, as we could not process the personal data. We may seek consent from you to share your personal data with other parties, which are not identified under the other lawful bases we use.

We ask you to consent to the use of cookies when using our website. More information about cookies can be found in section 9 of this policy, along with how to withdraw your consent.

Back to top

8. CATEGORIES OF PERSONAL DATA

8.1 We deal with two kinds of personal data as defined under the legislation.

8.1.1 Personal data

This is information that can be linked to a living individual. The firm collects and processes a range of information about you. This includes, for example:

• Your name, address and contact details, including email address and telephone number, date of birth and gender;
• Details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with the firm;
• Information about your remuneration, including entitlement to benefits such as pensions or insurance cover;
• Information about your nationality and entitlement to work in the UK;
• Details of your proposed schedule (days of work and working hours) and attendance at work;
• Details of forthcoming periods of leave which will need to be taken by you, including holiday, sickness absence, family leave or other absences, and the reasons for the leave;
• Details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;
• Psychometric testing outcomes for recruitment purposes.

8.1.2 Special category data (also referred to as sensitive personal data)

Hazlewoods seeks this kind of data in limited circumstances. It should not be provided to us unless specifically requested or required.

8.1.2.1 Although often described as information about your physical and mental health, this category of data also covers personal data referring to racial or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; sexual orientation and health, along with genetic data and biometric data.

8.1.2.2 Information about medical or health conditions, includes whether or not you have a disability for which the firm would need to make reasonable adjustments.

8.1.2.3 Equal opportunities monitoring information includes information about your ethnic origin, sexual orientation and religion or belief.

8.1.2.4 As well as needing a lawful basis, we must follow an additional rule (processing condition) to process special category data. Hazlewoods most often uses the following processing conditions:

• Where you have given your explicit consent for us to use it. You can withdraw this consent at any time, by contacting us using any of the contact details in section 5 of this policy Without this consent we may be unable to advise you in part or in full, or provide services which require this information to be used. We may also be unable to meet your requirements when attending a meeting, seminar or other event we have arranged
• Where we need to use this data for the establishment, exercise or defence of legal claims
• Where substantial public interest applies
• Where such data has been manifestly made public by you
• Where there is public interest in the area of public health and we are following the advice given by the Government’s public health advisers
• Please see Appendix 1 regarding the processing of special category personal data during a pandemic or emergency situation. This may also include providing your contact details and other necessary data as part of any test and trace procedure
• To protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent (such as a medical emergency).

Hazlewoods may draw upon other processing conditions listed in data protection legislation. Criminal conviction data is not classed as special category data under this legislation. However, Hazlewoods relies on a similar set of processing conditions if it is necessary to process this kind of data. 

8.1.3 If you are providing us with information about other individuals, you should make them aware that we will be processing their personal data

8.1.4 Photos and video recording

We may take photographs and/or make video recordings of the events, including fundraising activities, that we arrange, facilitate or are involved in, and which you attend or participate. This material may be used by us or business partners, and/or distributed in social media in order to publicise this event.

If you would prefer not to be included in these photos or videos, please inform us prior to the start of the event or otherwise make us aware at the time.

We operate CCTV monitoring at our premises for safety and security purposes.

As part of our recruitment procedures, we may receive video presentations from individuals interested in working with Hazlewoods. We use these video presentations in our initial assessment of an individual’s suitability for a role with us. This material is not shared outside Hazlewoods without the individual’s consent.

Back to top