Candidate Privacy Statement
At Gamma we are committed to supporting individuals interested in joining our team. We understand the importance of protecting any personal data we collect from you and are dedicated to handling it responsibly and transparently.
The following explains how we, as the Controller, intend to use the personal data you provide as part of the application process, along with your rights, our purpose for the collection and who will have access to it.
What personal data do we collect?
We will collect the following (but not limited to):
- Name, address, email, telephone number
- CV (if applicable)
- Health Data – Whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process.
- Equal opportunities monitoring information (defined as special categories data) – this information is purely for statistical analysis and monitoring purposes
- Answers to application questions
- Third party references (e.g.: former employees)
- Any other information you wish to provide in support of your application
NOTE: We will seek information from third parties only once a job offer has been made to you and with your expressed permission.
We collect this information in a variety of ways:
- application forms or CVs,
- obtained from your passport or other identity documents,
- collected through interviews or other methods of assessment.
Personal data will be stored:
- in your application record,
- in our People Team management systems and our email system.
Why do we collect this information and who do we share it with?
Your personal data is collected and processed using the lawful basis of legitimate interests. The data enables us to manage the recruitment process, evaluate candidate’s suitability for employment and make decisions regarding job offers. If you are successful, we will process your personal data in line with contractual obligations. We may also need to process personal information from job applicants to respond to and defend against legal claims.
In some situations, we must process personal data to comply with legal obligations. For example, we are required to verify a successful applicant’s eligibility to work in the UK before employment begins.
During the recruitment process your personal data will be collected and stored on our third-party People Team management system (Dayforce). It may also be shared internally within Gamma for recruitment purposes. This includes members of the People Team, interviewers involved in the recruitment process, and hiring managers in the relevant business area.
We will not share your personal data with external parties unless your application is successful and an offer of employment is made. At that stage, your data may be shared with third parties as specified in the Employee Privacy Policy.
How do we protect your personal data?
We prioritise the protection of your personal data. Robust policies and controls are in place to prevent loss, accidental destruction, misuse, unauthorised disclosure, or access. Your data is only accessible to authorised personnel as required for their duties.
How long do we retain your personal data?
If your application for employment is unsuccessful (including speculative applications for roles not currently available), we will retain your data for 13 months from the date the vacancy closes or the application is received. At the end of that period, your personal data will be deleted or securely destroyed, unless it needs to be retained longer to exercise or defend legal claims.
If your application is successful, the personal data collected during the recruitment process will be transferred to your personnel file and retained throughout your employment. Details of the retention periods for employee personal information are outlined in the Data Retention Standard.
How can I access the information you hold about me?
We will treat requests to access personal data or change information in accordance with applicable legal requirements:
Your Rights
As a Data Subject you have the following rights, under data protection law, 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 the controller and processors handling of your personal data
- the right to withdraw your consent with regards to the handling of your personal data
- the right to ask for a copy of the information we hold about you (Subject Access Request – S.A.R)
If you would like to exercise any of your rights, you can do so via email to DPO@gamma.co.uk or by post to:
Data Protection Officer
Gamma Telecom
Kings House
Kings Road West
Newbury
RG14 5BY
Where you exercise your right to object we may process your personal data without your knowledge 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 believe that Gamma has not complied with your data protection rights, you can complain to the Information Commissioner’s Office. (www.ico.org.uk).
