Privacy Notice - Job Applicants
1. Introduction
1.1 Regal Gaming Technology is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you.
1.2 You are being asked to read this privacy notice because you are applying for work with us (whether as an employee, worker or contractor.) It makes you aware of how and why your personal data will be used, namely for purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU)2016/679) and applicable regulations, domestic legislation, successor legislation relating to the protection of individuals with regards to the processing of personal data to which the Company and any Group Company is subject to GDPR.
2. Data Protection Principles
2.1 We will comply with data protection laws and principles, which means that your data will be:
2.1.1 Used lawfully, fairly and in a transparent way.
2.1.2 Collected only for valid purpose that we have clearly explained to you and not used in any way that is incompatible with these purposes .
2.1.3 Relevant only to the purposes we have told you about and limited only to those purposes.
2.1.4 Accurate and kept up to date.
2.1.5 Kept only as long as necessary for the purposes we have told you about. 2.1.6 Kept securely.
3. The Kind Of Information We Hold About You
3.1 In connection with your application to work for us, we will collect, store and use (“process”) the following categories of information about you:
3.1.1 The information you have provided to us in your curriculum vitae and covering letter
3.1.2 The information you have provided on your application form, including, but not limited to: name, title, address, telephone number, personal email address, gender, qualifications, skills, experience and employment history.
3.1.3 Any information you have provided about your current level of renumeration or employment benefits.
3.1.4 Any information you have provided relevant to requesting that we make reasonable adjustments during the recruitment process, including whether or not you have a disability.
3.1.5 Any information about your entitlement to work in the UK.
3.1.6 Any information you provide to us during an interview.
3.2 We may collect, store and use the following “special categories” of more sensitive personal information:
3.2.1 Information about your race or ethnicity, religious beliefs or sexual orientation.
3.2.2 Information about criminal convictions.
4. How Your Personal Information Is Collected
4.1 We collect personal information about job applicants from a variety of sources. The information may be supplied by you in application forms or CV’s, contained in your passport or identity documents, or collected through interviews.
4.2 We will also collect personal data about you from third parties:
4.2.1 Disclosure and Barring Service in respect of criminal convictions.
4.2.2 Your named referees, from whom we collect the following categories of data; conformation of your name, role, period of employment.
5. Why We Process Your Personal Data
5.1 We need to process data to help take steps, at your request, prior to entering into a contract with you. We also need to process your data to enter into any contract with you.
5.2 In some cases, we need to process data to ensure that we are complying with legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.
5.3 We have 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 candidates 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.
5.4 We process health information if we need to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out our obligations and exercise specific rights in relation to employment.
5.5 Where we process other categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes.
5.6 For some roles, we are obliged to seek information about criminal convictions and offences. Where we seek this information, we do so because it is necessary to carry out our obligations in relation to employment.
5.7 If your application is unsuccessful, the organisation will 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.
6. Who Has Access To Your Personal Information
6.1 Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR team, interviewers involved in the recruitment process, managers in the business with a vacancy and IT staff if necessary for the performance of their roles.
6.2 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.
7. If You Fail To Provide Personal Information
7.1 If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require references for your role and you fail to provide us with the relevant details, we will not be able to take your application further.
8. Information About Criminal Convictions
8.1 We envisage, that for certain roles, that we will process information about criminal convictions.
8.2 We will collect information about your criminal convictions if we would like to offer you the role (conditional on checks and any other conditions, such as references being satisfactory). We are entitled to carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal conviction history which makes you unsuitable for the role. In particular. 8.2.1 Certain roles require a high degree of trust and integrity since it involves dealing with commercially sensitive data or high values of client money, and so we would seek a basic disclosure of your criminal records history.
9. Automated Decision Making
9.1 You will not be subject to decisions that will have a significant impact on you based solely on auto-mated decision making.
10. Data Security
10.1 We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
10.2 We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
11. How Long Will We Retain And Process Your Personal Information
11.1 If you application for employment is unsuccessful, we will hold your data on file for six months, after the end of the relevant recruitment process.
11.2 If you provide consent to allow the organisation to keep your personal data on file, we will hold your data on file for a further six months, for consideration for future employment opportunities. At the end of that period, or once you withdraw your consent your data is deleted or destroyed.
11.3 If your application for employment is successful, personal information gathered during the recruitment process will be transferred to your personal 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 at the time of your employment.
12. Rights Of Access, Correction, Erasure And Restriction
12.1 Under certain circumstances, by law, you have the right to:
12.1.1 Request access to your personal information (commonly known as a “data subject access request”).
12.1.2 Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
12.1.3 Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
12.1.4 Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
12.1.5 Request the restriction of processing your personal information. This enables you to ask us to suspend the processing of personal information about you, for example, if you want us to establish its accuracy or the reason for processing it.
12.1.6 Request the transfer of your personal data to another party,
12.2 If you want to exercise any of these rights please contact our Data Manager at dataprotection@regalgaming.co.uk
13. Withdrawing Your Consent For Us To Process Your Information
13.1 In limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent please contact our Data Manager at dataprotection@regalgaming.co.uk. Once we receive notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed, to unless we have another legitimate basis for doing so in law, and as notified to you, in this privacy policy.
14. Queries Or Complaints About How We Process Your Personal Information
14.1 If you have any questions about this privacy notice, or how we handle your personal information please contact our Data Manager at dataprotection@regalgaming.co.uk
14.2 You have the right to make a complaint, at any time, to the Information Commissioner’s Office (ICO), the UK regulatory authority for data protection issues.