Paperchase collects and processes personal data relating to all applicants who apply for a role with us. We are committed to ensuring complete transparency regarding how we collect and use your data, and to adhering to our data protection obligations.
In order to adhere to the data protection principles associated with the General Data Protection Regulation (GDPR), we commit to ensuring that any personal data handled by Paperchase is:
During the recruitment process, Paperchase will collect the following information about you:
This information is referred to as your “personal data”.
Paperchase will collect this information from you via the following methods:
We will also collect personal data about you from third parties, such as references supplied by former employers. We will only seek this information once a job offer has been made to you, if and when you are successful during the recruitment process, and we will inform you that we are doing so.
Your personal data will be stored in a range of different places, including in your Paperchase Careers account, on your online application form, in our applicant tracking system, on our internal IT systems and in lockable cabinets/files.
We will process your process data at the start of and during the recruitment process.
We collect and process your data during the recruitment process in order to manage the recruitment process and to assess your suitability for potential employment with Paperchase.
We will also need to collect and process your data to ensure that we are complying with our legal obligations i.e. eligibility to work in the UK.
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 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.
Where we rely on legitimate interests as a reason for processing data, we have considered whether or not those interests are overridden by the rights and freedoms of employees or workers and we have concluded that they are not.
Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the Recruitment and HR teams, Hiring Managers involved in the recruitment process within the business area with the relevant vacancy, and a third party provider, Jain, who provide the platform and facilitate the online applicant tracking and management system.
Paperchase and Jobtrain will not share your data with other third parties unless your application is successful and we make an offer of employment. We will then share your data with former employers to obtain references for you.
You will be asked when you submit your CV whether or not you agree to us holding your information for the full 2 years in order to be considered for future employment opportunities with Paperchase, where applicable.
If your application for employment with Paperchase is successful, any personal information obtained during the recruitment process will be transferred to your Employee Personnel File (electronic and paper based) and retained for the duration of your employment with Paperchase. The periods for which your data will be held will be detailed to you in a separate privacy notice upon commencing your employment with Paperchase.
If your application for employment with Paperchase is unsuccessful, we will hold your information on file for 1 year after the end of the recruitment process. Then, if you have agreed to allow us to keep your personal data on file, we will hold your data on file for a further 1 year in order to be considered for any future employment opportunities which may arise. At the end of that period, or if at any point prior to this point if you request it, your data will be deleted or destroyed.
Paperchase take the security of your information very seriously. We have internal policies and controls in place to ensure that your information is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.
As a data subject, have the right to:
If you would like to exercise any of these rights, please visit www.paperchase.co.uk/subjectaccess request
If at any time you believe that Paperchase has not complied with your data protection rights, please email firstname.lastname@example.org to allow us to consider your complaint and rectify it. If you are unhappy with our response, you may submit a complaint to the Information Commissioner’s Office.
Whilst you are under no statutory or contractual obligation to provide your personal data to Paperchase during the recruitment process, failure to do so may result in your application not being processed.
Paperchase Products Ltd is the controller of data for the purposes of GDPR.
If you have any concerns as to how your data is processed, please email email@example.com.