Privacy Notice 

The following privacy notice explains how we protect visitor’s information gathered via this website and processed using our online recruitment software.  If you as a visitor choose to submit information you agree to the use of such data in accordance with this privacy statement. We ensure generally accepted standards of technological security for the purpose of protecting information provided by visitors from misuse, loss or corruption. Only authorised personnel have access to personally identifiable information submitted through the website. Such employees are required to maintain the confidentiality of this sensitive data. 

As defined by the General Data Protection Regulation (GDPR) and Data Protection Act 2018 (DPA) Thirteen Group, Northshore Road, Stockton on Tees, TS18 2NB is the Data Controller and ultimately responsible for ensuring the data you provide is kept secure, processed correctly and that you understand your legal rights in relation to the data you provide.  As part of our Data Controller responsibilities we have an assigned Data Protection Officer (or equivalent). 
Janice McNay can be contacted at governance.compliance@thirteengroup.co.uk

The recruitment software we use via this website is supplied by Jobtrain Limited and they are defined as a Data Processor under the GDPR and DPA.  They will only process your data in accordance with our instructions.  


What information do we collect from you?   


The recruitment software collects only personally identifiable information that is specifically and voluntarily provided by visitors. As part of the registration process, we may collect the following (but not limited to):

  • Name, address, email, telephone number, postal contact details, NI number, previous and current employment history, educational background, contact details for referees.
  • CV (where applicable)
  • Answers to questions around your recruitment preferences.
  • If applicable additional information to support any criminal reference checking.
  • Any other information you wish to provide in support of building up your candidate account.
  • Equality and diversity monitoring information (defined as special categories data) – this information is purely for statistical and monitoring purposes.

 

Why do we collect this information (purpose)?


As required by the GDPR and DPA we must only request information if we have a legal basis for doing so.  You are agreeing to provide this information in order for us to form a contract that will allow us to use your details and information presented so that we may provide recruitment services to you.

This includes 

  • improving our customer service and to make our services more valuable to you (including tailoring our website when you log in to enrich your personal online experience)
  • using data for statistical analysis
  • to answer your questions and enquiries
  • to satisfy legal requirements
  • to allow you to receive notifications on relevant jobs you may be interested in.
  • Talent pooling to assess your suitability for future jobs that may or may not arise.
  • Job Offers, data for offers made (whether accepted or not)
  • Referencing
  • Onboarding

 

Who might we share your information with?

Details you provide: 

  • Will be held on our computer systems and may be downloaded by us
  • Will be made available to us and our processors
  • Will be searchable on our candidate database
  • Will be used for communication with you regarding recruitment
  • May be shared with third parties where we have retained them to provide services that we or you have requested including:
    • Health assessments
    • References
    • Qualifications checking services
    • Criminal reference checking services
    • Psychometric evaluation or skill test
    • Video interviewing

Although we may provide visitor’s information to service providers that handle information on our behalf, we will not share the information with third parties for secondary or unrelated purposes unless otherwise disclosed at the point of collection and not without having gained acceptance at the point of collection.  

We reserve the right to transfer your information to a third party in the event of a sale, merger, liquidation, or transfer of all of the assets of our company, provided that the third party agrees to adhere to the terms of this Privacy Notice and provided that the third party only uses your personal data for the purposes that you provided it to us.  You will be notified in the event of any such transfer and we will seek your consent.


How long do we keep hold of your information?

Your candidate account will be removed after 12 months of inactivity on the system.  You can deactivate your account at any time.  At the same time as this, your data will be fully anonymised.

We will store application data for 12 months after the vacancy has closed.  After this period, it will be fully anonymised.

Successful candidates’ information required for employment purposes will be retained throughout your employment on our core HR information system, and all other documentation not relevant will be securely destroyed 12 months after your start date has been confirmed, this includes any supporting documentation which you provide for criminal reference checking, proof of address etc.
 

Auto Decline

We use some automated screening tools as part of the application process.  The answers you provide to one or more of the questions (excluding special categories/equal opportunity questions) may result in your application being declined.  This technology is used to help us manage the high volume of applications we receive and can assure applicants the same outcome would occur if we manually reviewed your application.   

How can I access the information you hold about me?  Your rights
We are dedicated to providing reasonable access to visitors who wish to review the personal information retained when they apply via our website site and correct any inaccuracies it may contain.  Visitors who choose to register may access their profile, correct and update their details, or withdraw their details at any time. To do this, visitors can access their personal profile by using their secure login. In all cases we will treat requests to access information or change information in accordance with applicable legal requirements.   

You have the following rights in relation to the way in which we deal with your personal data:

  • the right of erasure or to be forgotten
  • the right to rectification if information is inaccurate or out of date
  • the right of data portability (to obtain and reuse your personal data)
  • the right to object to JobTrain and the Controller and processors handling of your personal data
  • the right to withdraw your consent with regards to the handling of your personal data
  • you have the right to ask for a copy of the information we hold about you (Subject Access Request - S.A.R)
  • You have the right to lodge a complaint with a supervisory authority - the ICO

Where you exercise your right to object or withdraw your consent we may process your personal data without your knowledge or consent where we are permitted or required by law or regulatory requirements to do so.  In such a case, we will not process more personal data than is required under the circumstances.

If you are not satisfied by our actions, you can seek recourse through our internal complaints procedure. If you remain dissatisfied, you have the right to refer the matter to the Information Commissioner (www.ico.org.uk) or seek recourse through the courts. 


Information Security

We have in place reasonable commercial standards of technology and operational security along with internal policies and procedures to protect all information provided by visitors and applicants from loss, misuse, alteration or destruction. 


Changes to our Privacy Notice  

We reserve the right to modify or amend this privacy statement at any time and for any reason, providing it maintains compliance with the General Data Protection Regulation (EU) 2016/679) and the Data Protection Act 2018. 

By ticking the box, you are agreeing to the terms in this privacy notice.