Recruitment Privacy Notice (GDPR Compliant)

Responsible officer: Vera Matthews

Date effective from: 30th May 2018

Date last amended: 20th October 2021

As part of any recruitment process, The Indigo Group 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 do we collect?

The Indigo Group 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; and
• information about your entitlement to work in the UK.

The Indigo Group 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.

We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from third parties only once a job offer to you has been made, and will inform you that we are 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 The Indigo Group process personal data?

We need to process data to take steps at your request prior to entering into a contract with you. We may also need to process your data to enter into a contract with you.

In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, it is mandatory to check a successful applicant’s eligibility to work in the UK before employment starts.

The Indigo Group 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 us to manage the recruitment process, assess and confirm a
candidate’s suitability for employment and decide to whom to offer a job.

We may also need to process data from job applicants to respond to and defend against legal claims.

The Indigo Group may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics and equal opportunities.

We may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability.

We process such information to carry out our obligations and exercise specific rights in relation to employment.

If your application is unsuccessful, The Indigo Group may keep your personal data on file for a period of 6 months in case there are future employment opportunities for which you may be suited.

We will ask for your consent before keeping 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 Admin staff if access to the data is necessary for the performance of their roles.

We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment.

We will then share your data with former employers to obtain references for you and obtain necessary background checks.

Some of our current suppliers include providers such as RGB Information Technology, who keep our Servers secure and provide IT support, and who may have access to your information on our systems.

We may also share your information with our HR support, legal and accounting advisers.

How does The Indigo Group protect data?

We take the security of your data seriously. We have 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 Indigo Group keep data?

The Indigo Group shall not keep your personal data for longer than is necessary for the purpose we obtained it for and will dispose of in a secure way when no longer needed for that purpose.

If your application for employment is unsuccessful, the organisation will hold your data on file for 6 (six) months after the end of the relevant recruitment process for consideration of future employment opportunities.

At the end of that period, or once you withdraw your consent, your data is deleted or destroyed.

You will be asked when you submit your CV whether you give us consent to hold your details for 6 months in order to be considered for other positions or not.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your Human Resources file (electronic and paper-based) and retained during your employment.

The periods for which your data will be held will be provided to you in a new privacy notice.

Your rights

As a data subject, you have a number of rights in certain circumstances. You can:

• access and obtain a copy of your data on request;
• require the organisation to change incorrect or incomplete data;
• require the organisation to delete or stop processing your data, for example, where the data is no longer necessary for the purposes of processing
• Request erasure of your personal data
• Request the transfer of your personal data
• Withdraw consent to processing

If you would like to exercise any of these rights, please contact your Line Manager or The Indigo Group:

• Address: 29 Dunagoil Road, Glasgow, G45 9UR or by
• Telephone: 0141 634 6161 (option 5)
• Email: info@indigogrp.com

If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner, but we would always welcome the opportunity to resolve disputes with you first.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to The Indigo Group during the recruitment process.

However, if you do not provide the information, we may not be able to process your application properly or at all.

Contacting The Indigo Childcare Group

If you have any questions, comments or concerns about this privacy policy or how we are handling your personal information, please contact us at:

• Address: 29 Dunagoil Road, Castlemilk, Glasgow G45 9UR
• Telephone: 0141 634 6161 (option 5)
• Email: info@indigogrp.com

Complaints

The Indigo Group would always welcome the opportunity to resolve any complaints in the first instance; however, you have the right to complain to the Information Commissioner’s Office.

You can do this by contacting the Information Commissioner’s Office directly.

Full contact details, including a helpline number, can be found on the Information Commissioner’s Office website www.ico.org.uk