Water Solutions Ireland is committed to ensuring that your privacy is protected at all times. This Privacy Notice sets out how we use and protect any personal information that is provided to us.
Should we ask you to provide information by which you can be identified, then you can be assured that it will only be used in accordance with this Privacy Notice.
We may update this policy as and when required. You should check our website from time to time to ensure that you are happy with any changes. This Privacy Notice is effective from 25 May 2018.
As part of any recruitment process, the organisation 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?
The organisation 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 level of remuneration, including benefit entitlements;
· whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process;
· information about your entitlement to work in the UK; and
The organisation may collect this information in a variety of ways. For example, data might be contained in application forms. CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests.
The organisation 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 organisation 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 and on other IT systems (including email).
Why does the organisation process personal data?
The organisation 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 organisation 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.
The organisation 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. The organisation may also need to process data from job applicants to respond to and defend against legal claims.
The organisation may process information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
For some roles, the organisation 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.
If your application is unsuccessful, the organisation may keep your personal data on file in case there are future employment opportunities for which you may be suited. The organisation 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 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 organisation will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The organisation 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.
The organisation will not transfer your data outside the European Economic Area.
How does the organisation protect data?
The organisation 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.
For how long does the organisation keep data?
If your application for employment is unsuccessful, the organisation will hold your data on file for 1 year after the end of the relevant recruitment process. If you agree to allow the organisation to keep your personal data on file, the organisation will hold your data on file for a further year for consideration for future employment opportunities. At the end of that period 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.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to the organisation during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic measures and procedures to protect and secure the information you provide to us. Unfortunately, transmission of information via e-mail is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee security of your data transmitted to or from us by means of e-mail and any such transmission is at your own risk.
We will never retain personal information for any longer than is necessary for the purposes we need to use it for. In general, in respect of personal information gathered in the context of a contract, we will retain personal information for the duration of the contract and a period of up to six years after the contract has expired or been terminated, in case such personal information is required for the exercise or defence of a legal claim during this period.
Controlling your personal information
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
We store the majority of your information electronically on password protected devices. Any hard-copy records, which are minimal, are stored confidentially and in accordance with our Control of Records procedures.
If we engage external service providers, we will take all reasonable steps to ensure they comply with GDPR when they handle your information. We will also ensure that they are only authorised to use personal information for the limited purposes agreed with them.
You are entitled to exercise any of the following privacy rights in respect of our processing of personal information:
Access: You can request access to a copy of your personal information held by us, along with details of what personal information we use, why we use it, who we share it with and how long we keep it for
Rectification: You can ask us to change or complete any inaccurate or incomplete personal information held about you.
Erasure: You can ask us to delete your personal information where it is no longer necessary for us to use it, or where we have no legal basis for keeping it.
Restriction: You can ask us to restrict the personal information we use about you where we are not able to erase personal information or where an individual has objected to our use of their personal information.
Objection: You can object to our processing of your personal information.
Portability: You can ask us to provide you or a third party with some of the personal information we hold about you in a structured, commonly used, electronic format so it can be easily transferred.
Withdraw Consent: where we ask for consent to process personal information, you have the right to withdraw consent at any time.
You can make a complaint about how we have used your personal information to us by contacting us by email at firstname.lastname@example.org or to the ICO direct.