Privacy Policy
The service for handling recruitments and simplifying the hiring process (the "Service") is powered by Teamtailor on behalf of GB News ("Controller" “we” “us” etc.). It is important that the persons using the Service ("Users”) feel safe with, and are informed about, how we handle User's personal data in the recruitment process. We strive to maintain the highest possible standard regarding the protection of personal data. We process, manage, use, and protect User's Personal Data in accordance with this Privacy Policy ("Privacy Policy").
1. General
We are the controller in accordance with current privacy legislations. The Users’ personal data is processed with the purpose of managing and facilitating recruitment of employees to our business.
2. Collection of personal data
We are responsible for the processing of the personal data that the Users contributes to the Service, or for the personal data that we otherwise collect with regards to the Service or the recruitment process generally.
When and how we collect personal data
We collect personal data about job applicants or Users from the following sources:
- when job applicants or Users make an application through the Service or otherwise and/or add or otherwise provide personal data about themselves either personally or by using a third-party source such as Facebook or LinkedIn;
- when job applicants or Users use the Service to connect with our staff, adding personal data about themselves either personally or by using a third-party source such as Facebook or LinkedIn;
- when Users provide identifiable data in the chat (provided through the website that uses the Service) and such data is of relevance to the application procedure;
- when job applicants or Users provide information to us in the form of curriculum vitae or covering letter or otherwise;
- recruitment agencies;
- named referees; and
- the Disclosure and Barring Service.
We collect data from third parties, such as Facebook, LinkedIn and through other public sources. This is referred to as “Sourcing” and be manually performed by our employees or automatically in the Service.
In some cases, existing employees can make recommendations about potential applicants. Such employees will add personal data about such potential applicants. In the cases where this is made, the potential applicant is considered a User in the context of this Privacy Policy and will be informed about the processing.
The types of personal data collected and processed
The categories of personal data that can be collected through the Service or otherwise can be used to identify natural persons from names, e-mails, addresses, telephone numbers, dates of birth, pictures and videos, information from Facebook and LinkedIn-accounts, answers to questions asked through the recruitment process, titles, education, employment history and other information that the User or others have provided through the Service or otherwise. Only data that is relevant for the recruitment process is collected and processed.
We may also collect, store and use the following types of more sensitive personal information:
information about your race or ethnicity, religious beliefs, sexual orientation and political opinions;
information about your health, including any medical condition, health and sickness records; or
information relating to criminal convictions and offences.
Purpose and lawfulness of processing
The purpose of the collecting and processing of personal data is to manage recruitment. The lawfulness of the processing of personal data is our legitimate interest to simplify and facilitate recruitment and/or to decide whether to appoint a job applicant or User to the relevant role. We also need to process personal information to decide whether to enter into a contract with the job applicant or User.
Personal data that is processed with the purpose of aggregated analysis or market research is always made unidentifiable. Such personal data cannot be used to identify a certain User. Thus, such data is not considered personal data.
Typically having received a CV and covering letter or application form, we will then process that information to decide whether the job applicant / User meets the basic requirements to be shortlisted for the relevant role. If they do, we will decide whether the application is strong enough to invite them for an interview. If we decide to call the job applicant / User for an interview, we will typically use the information you provide to us at the interview to decide whether to offer that person the role. If we decide to offer work, we will then usually take up references before confirming the appointment.
We will use particularly sensitive personal information in the following ways:
we will use information about disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a interview; and
we will use information about race or national or ethnic origin, religious, philosophical or moral beliefs, or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting;
we will use criminal records information for a particular post if it is necessary for the performance of the employment contract, in order for us to comply with a legal obligation of which we are subject, in order to protect substantial interests of the public, and for the purposes of the controller's legitimate interests.
The consent of the data subject
The job applicant / User consents to the processing of their personal data for the purposes of the recruitment exercise. The job applicant / User provides that consent when they;
- make an application through the Service or otherwise, by adding personal data about themselves to the Service either personally or by using a third-party source such as Facebook or LinkedIn; and
- when they use the Service or otherwise connect with the Controller’s recruitment department, or otherwise add personal data about themselves either personally or by using a third-party source such as Facebook or LinkedIn.
The User also consents to the Controller collecting publically available information about the User and compiles them for use in recruitment purposes.
The job applicant or User has the right to withdraw his or her consent at any time, by contacting the Controller using the contact details listed under paragraph 9. Once we have received notification that the job applicant / User has withdrawn their consent, we will no longer process their application and, subject to our retention policy, we will dispose of any personal data securely.
Information about criminal convictions
We may only use information relating to criminal convictions where the law allows us to do so and will comply with our data protection obligations and the DBS Code of Practice. We envisage that we may hold information about criminal convictions as part of the recruitment exercise.
We will only collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so. Where appropriate, we will collect information about criminal convictions as part of the recruitment process or we may be notified of such information directly by you in the course of you working with us.
The level of criminal records information and DBS check that we are entitled to request (i.e. a criminal records certificate (CRC) or enhanced criminal records certificate (ECRC)) will depend on the post for which the User's suitability is being assessed.
Before a User is asked to complete a criminal records information form, we will provide them with a copy of this policy. If it is assessed a DBS check is required to verify criminal records information, we will:
- provide the User with a copy of the this policy;
- make the User aware of the DBS Code of Practice;
- comply with the DBS Code of Practice.
If inconsistencies emerge between the information provided by the User and the information in the DBS certificate:
- we will give the User the opportunity to provide an explanation
- record that a DBS check was completed and whether it yielded a satisfactory or unsatisfactory result; and
- delete the DBS certificate and any record of the information contained in it unless, in exceptional circumstances, we assess that it is clearly relevant to the ongoing employment relationship.
If we have concerns about the information that has been disclosed by the DBS, or the information is not as expected, we may discuss our concerns with the User and carry out a risk assessment.
In carrying out a risk assessment, we will take account of:
- the relevance of the conviction or other matter revealed as part of the recruitment process;
- the seriousness of the offence or other matter revealed as part of the recruitment process;
- the circumstances of the offence;
- the age of the offence;
- whether there is a pattern of offending; and
- whether circumstances have changed since the offending took place.
Storage and transfers
The personal data collected through the Service is stored and processed inside the EU/EEA, or such third country that is considered by the European Commission to have an adequate level of protection, or processed by such suppliers that have entered into such binding agreements that fully complies with the lawfulness of third country transfers or to other supplies where adequate safeguards are in place to protect the rights of the data subjects whose data is transferred. To obtain documentation regarding such adequate safeguards, contact us using the Contact details listed in 9.
How long the personal data will be processed
If a job applicant / User does not object, in writing, to the processing of their personal data, the personal data will be stored and processed by us as long as we deem it necessary with regards to the purposes stated above. We may wish to retain personal information on the basis that a future recruitment opportunity may arise and we may wish to consider the job applicant / User for that. If the job applicant / User does not wish to have their Personal Data processed for this purpose (future recruitment) please contact us using the contact details in paragraph 9.
3. Users’ rights
Users have the right to request information about the personal data that is processed by us, by notifying us in writing, using the contact details below under paragraph 9 below. Users have the right to request access to their personal information.
Users have the right to, if necessary, rectification of inaccurate personal data concerning that User, via a written request, using the contact details in paragraph 9 below.
The User has the right to demand deletion or restriction of processing, and the right to object to processing based on legitimate interest under certain circumstances.
The User has the right to revoke any consent to processing that has been given by the User to the Controller. Using this right may however, mean that the User can not apply for a specific job or otherwise use the Service.
The User has under certain circumstances a right to data portability, which means a right to get the personal data and transfer these to another controller as long as this does not negatively affect the rights and freedoms of others.
User has the right to lodge a complaint to the supervisory authority regarding the processing of personal data relating to him or her, if the User considers that the processing of personal data infringes the legal framework of privacy law.
4. Security
We take the measures that can be reasonably expected to make sure that the personal data of Users and others are processed safely and in accordance to this Privacy Policy and the GDPR-regulation.
We have put in place appropriate security measures to prevent 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, agents, contractors and other third parties who have a business need-to-know.
However, transfers of information over the internet and mobile networks can never occur without any risk, so all transfers are made on the own risk of the person transferring the data. It is important that Users also take responsibility to ensure that their data is protected. It is the responsibility of the User that their login information is kept secret.
5. Transfer of personal data to third parties
We will only share personal information with the following third parties for the purposes of processing your application:
- our contractors and sub-contractors, acting as our Processors and Sub-Processors in accordance with our instructions, for the provision of the Service;
- authorities or legal advisors in case criminal or improper behaviour is suspected; and
- authorities, legal advisors or other actors, if required by us according to law or authority’s injunction.
We will only transfer Users’ personal data to third parties that we have confidence in. We carefully choose partners to ensure that the job applicants or Users’ personal data are processed in accordance to current privacy legislations. We cooperate with the following categories of processors of personal data; Teamtailor, who supplies the Service, server and hosting companies, e-mail reference companies, video processing companies, information-sourcing companies, analytical service companies and other companies with regards to suppling the Service.
6. Aggregated data (non-identifiable personal data)
We may share aggregated data to third parties. The aggregated data has in such instances been compiled from information that has been collected through the Service and can, for example, consist of statistics of internet traffic or the geological location for the use of the Service. The aggregated data does not contain any information that can be used to identify individual persons and is thus not personal data.
7. Cookies
When Users use the Service, information about the usage may be stored as cookies. Cookies are passive text files that are stored in the internet browser on the User’s device, such as computer, mobile phone or tablet, when using the Service. We use cookies to improve the User’s usage of the Service and to gather information about, for example, statistics about the usage of the Service. This is done to secure, maintain and improve the Service. The information that is collected through the cookies can in some instances be personal data and is, in such instances, regulated by our Cookie Policy.
Users can at any time disable the use of cookies by changing the local settings in their devices. Disabling of cookies can affect the experience of the Service, for example disabling some functions in the Service.
8. Changes
We have the right to, at any time, make changes or additions to the Privacy Policy. A new version is considered communicated to the Users when the User has either received an email informing the User of the new version (using the e-mail stated by the User in connection to the use of the Service) or when the User is otherwise informed of the new Privacy Policy.
9. Contact
For questions, further information about our handling of personal data or for contact with us in other matters, please use the below stated contact details; GB News ashley.diboe@gbnews.uk
