Applicant Privacy Notice

1. Background

This privacy notice lets you know what happens to any personal data that you give to us, or any that we may collect from or about you. It applies to all aspects of your application to work at WRc, and instances where we collect your personal data. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations. We take the security of your data seriously. We have internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the performance of their duties.

This privacy notice applies to personal information processed by or on behalf of WRc plc, Water Research Centre Limited, Cognica Limited and any other group holdings.

Changes to this privacy notice

We may change this privacy notice from time to time by updating this page in order to reflect changes in the law and/or our privacy practices. We encourage you to check this privacy notice for changes whenever you visit our website – https://www.wrcplc.co.uk.

The WRc plc and our Data Officer

We’re WRc plc, Frankland Road, Blagrove, Swindon, SN5 8YF. We are a data controller of your personal data. The WRc company or companies which provide your product or service are named at the start of these terms and conditions. WRc plc companies means WRc plc, together with any entity in which WRc plc directly or indirectly has at least a 50% shareholding.

We have a dedicated data officer (“DO”). You can contact the DO using the details below or by writing to the above address, marking it for the attention of the DO or emailing us on dataofficer@wrcplc.co.uk.


2. What kinds of personal information about you do we process?

The Company (we, us, our) collects and processes personal data relating to applicants to manage the recruitment process. We collect and processes a range of information about you, which includes, but is not limited to:

  • 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
  • information about your current level of remuneration, including benefit entitlements
  • CCTV images captured whilst you visit our site in Swindon
  • personality profiles taken as part of the application process
  • 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.

     


    3. What is the source of your personal information?

    We’ll collect personal information from the following general sources, but not limited to:

  • contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.
  • 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, in HR management systems and on other IT systems (including email).


4. What do we use your personal data for?

We use your personal data, including any of the personal data, for the purposes such as, but not limited 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
  • 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
  • manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job
  • respond to and defend against legal claims
  • process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics
  • make reasonable adjustments for candidates who have a disability
  • seek information about criminal convictions and offences for some roles. 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
  • The organisation will not use your data for any purpose other than the recruitment exercise for which you have applied.

 


5. What are the legal grounds for our processing of your personal information (including when we share it with others)?

We rely on the following legal bases to use your personal data:

  1. Where it is needed to provide you with employment, such as, but not limited to:
  • to process data to enter into an employment contract with you and to meet our obligations under your employment contract. For example, we need to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer benefits, such as pension and insurance entitlements.
  1. Where it is in our legitimate interests to do so, before employment, such as, but not limited to:
  • run recruitment and promotion processes
  • assess and confirm a candidate’s suitability for employment and to decide to whom to offer a job
  • ensure effective general HR and business administration such as Colour Me personality profiling
  • ensuring your safety and security whilst on site such as CCTV footage
  • respond to and defend against legal claims.
  1. To comply with our legal obligations: such as, but not limited to:
  • to process data to ensure that we are complying with our legal obligations. For example, we are required to check an employee's entitlement to work in the UK before employment starts
  • to process data about the individual, their health or medical conditions, to carry out employment law obligations (such as those in relation to employees with disabilities).
  1. With your consent or explicit consent: such as, but not limited to:
  2. For a public interest:

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.

The organisation will not use your data for any purpose other than the recruitment exercise for which you have applied.


6. When do we share your personal information within and with other organisations?

We may share information internally to WRc and with the following third parties for the purposes listed above:

  • internally, including with members of the recruitment team, interviewers, managers in the business area for which you may be considered and IT staff if access to the data is necessary for performance of their roles
  • third parties, but only when your application for employment is successful and we make you an offer of employment  in order to:
    • pre-employment references from former employers
    • employment background checks from third-party providers
    • necessary criminal records checks from the Disclosure and Barring Service
    • process data on our behalf, in connection with payroll, the provision of benefits such as pension, childcare vouchers and discount platform and the provision of occupational health services

Where we engage third parties to process personal data on our behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.


7. How and when can you withdraw your consent?

Where we’re relying upon your consent to process personal data, you can withdraw this at any time by contacting us using the details below.


8. Is your personal information transferred outside the UK or the EEA?

We’re based in the UK but sometimes your personal information may be transferred outside the European Economic Area. If we do so we’ll make sure that suitable safeguards are in place, for example by using approved contractual agreements, unless certain exceptions apply.


9. What about other automated decision making?

Recruitment decisions about you are not based solely on automated decision making or profiling.


10. For how long is your personal information retained by us?

Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria:

  • if your application for employment is unsuccessful, the organisation will hold your data on file for 6 months after the end of the relevant recruitment process. 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.

11. Do we do any monitoring involving processing of your personal information?

In this section monitoring means any: viewing of or taking and keeping records (as the case may be) of calls, email, text messages, social media messages, in person (face to face) meetings and other communications.

We may monitor where permitted by law and we’ll do this where the law requires it, or to comply with regulatory rules, to prevent or detect crime, in the interests of protecting the security of our communications systems and procedures and for quality control and staff training purposes. This information may be shared for the purposes described above.


12. What are your rights under data protection laws?

Here is a list of the rights that all individuals have under data protection laws. They don’t apply in all circumstances. If you wish to use any of them, we’ll explain at that time if they are engaged or not. The right of data portability is only relevant from May 2018.

  • The right to be informed about the processing of your personal information
  • The right to have your personal information corrected if it is inaccurate and to have incomplete personal information completed
  • The right to object to processing of your personal information
  • The right to restrict processing of your personal information
  • The right to have your personal information erased (the “right to be forgotten”)
  • The right to request access to your personal information and to obtain information about how we process it
  • The right to move, copy or transfer your personal information (“data portability”)
  • Rights in relation to automated decision making which has a legal effect or otherwise significantly affects you

    You have the right to complain to the Information Commissioner’s Office which enforces data protection laws: https://ico.org.uk/. You can contact us using the details below.


    13. Your right to object / Contact Us

    You have the right to object to certain purposes for processing and to exercise these rights. If you wish to object, exercise any of these rights or have any questions about this privacy notice, contact the Data Officer in writing at WRc plc, Frankland Road, Blagrove, Swindon, SN5 8YF marking it for the attention of the Data Officer.