Candidate Privacy Notice

Privacy notice for individuals wishing to register an interest in working for Total Processing

About us

This privacy notice relates to individuals who have applied or are considering applying, for a position within Total Processing. This privacy notice describes how we collect and use personal information about you during and after your working relationship with us, in accordance with the General Data Protection Regulation and Data Protection Laws.

We thought it would be helpful for you to understand a little bit about our organisation and how we look after your information when you submit it. The job advert should generally provide you with the recruiting process but this notice will also form part of your contractual documentation.

When you apply for a job with us

Total Processing is a “data controller” for job applications. This means that we are responsible for deciding how we hold and use personal information about you. This privacy notice makes you aware of how and why your personal data will be used, namely for the purposes of recruitment, and how long it will be retained for.

Having received your application for a position, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role.

• If you do, we will decide whether your application is strong enough to invite you for an interview.
• If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role.
• If we decide to offer you the role, we will then take up references and, where required, carry out a Disclosure and Barring Service (DBS) check before confirming your appointment.

If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications, work history and right-to-work documentation), we will not be able to process your application successfully. For example, if we require references for this role and you fail to provide us with relevant details, we will not be able to take your application further.

What types of personal information do we collect about you?

We will collect, store and use the following categories of personal information about you in connection with your application for work:

• The information you have provided to us in your online application and/or curriculum vitae and any supporting covering letter including name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications;
• Right-to-work documentation;
• Any information you provide to us during an interview, interview notes;
• References from former employees or contacts.

We may also collect, store and use the following “special categories” of more sensitive personal information:

• Information about your race or ethnicity, religious beliefs, sexual orientation;
• Information about your health, including any medical condition, health and sickness records;
• Information about criminal convictions and offences.

How we use your personal data

We will use the personal information we collect about you to:

• Assess your skills, qualifications, and suitability for the role that you have applied for;
• Carry out background and reference checks, where applicable;
• Communicate with you about the recruitment process;
• Keep records related to our hiring processes;
• Comply with legal or regulatory requirements.

We will use your particularly sensitive personal information in the following ways:

• We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example, whether adjustments need to be made in preparation for you starting to work with us if your appointment is confirmed.
• We will use information about your race, national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

Information about criminal convictions

• We may collect information about your criminal convictions history if we would like to offer you the role.
• For some roles we are required to carry out DBS checks in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role.
• We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.

Legal basis for processing your personal data

• It is in our legitimate interests to decide whether to appoint you to work within the organisation since it would be beneficial to our business to appoint someone to that role;
• We need to process your personal information to decide whether to enter into a contract of employment with you.

Sharing your personal information with third parties

The People Team will only share relevant personal information with trusted third parties for the purposes of processing your application:

• Disclosure and Barring Service (DBS)
• HMRC
• Referees
• Personio
• Verifile
• Total Processing teams who provide support services

How we store and protect your data

The confidentiality and security of your information is important to us. We take the utmost care when handling your personal and confidential information and ensure that we have appropriate organisational and technical security measures in place to prevent unauthorised access, accidental damage, destruction or loss. Access to your information is on a need to know basis.

We use computer safeguards such as firewalls and data encryption and enforce physical access controls to our buildings and records to keep information safe and expect those who are employed or who work in partnership with us have regular training and follow our policies and procedures.

Data retention

We will keep your information for no longer than is necessary.

For individuals registering an interest in working for us, we apply a 12-month retention period to the data you have submitted and will contact you via email on a yearly basis giving you the option to remain on our list. If you did not opt-in to receiving future emails when registering your interest with us your data will be deleted in 12 months. Alternatively, you can ask for this data to be deleted at any time by contacting [email protected].  

Your rights and whom to contact

You have a right to access and obtain information regarding your Personal Data that we process. If you believe that any information we hold about you is incorrect or incomplete, you may also request the correction of your Personal Data.

You also have the right to:

• object to the processing of your Personal Data;
• erase your Personal Data;
• restrict the processing of your Personal Data; and/or
• withdraw your consent where Total Processing obtained your consent to process Personal Data

Please note that the above rights may not apply in all circumstances. If you have any questions or concerns about the information we hold on you, please contact our Data Protection Manager –[email protected] or write to us: Total Processing, 111 Piccadilly, Manchester, M1 2HY

If you are not happy about the way your information is handled, you have the right to lodge a complaint with a supervisory authority. In the UK, this is the Information Commissioners Office (ICO) https://ico.org.uk/global/contact-us/

Changes to our privacy notice

We will update this privacy notice from time to time to reflect any changes to our ways of working. Please contact our Data Protection Manager if you would like more information.

Last updated: June 2023