Last updated 6th June 2019.
As part of any recruitment process, AVMI collects and processes personal data relating to job applicants. AVMI is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
AVMI collects a range of information about you. This includes:
AVMI collects this information in a variety of ways. For example, data might be contained in application forms, your CV, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests.
AVMI will also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. AVMI 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).
AVMI needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.
In some cases, AVMI needs to process data to 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.
AVMI has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows AVMI to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. AVMI may also need to process data from job applicants to respond to and defend against legal claims.
AVMI processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
Where AVMI processes other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes as permitted by the Data Protection Act 2018.
For some roles, AVMI is obliged to seek information about criminal convictions and offences. Where AVMI 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 and comply with a regulatory requirement to establish whether or not an individual has committed an unlawful act or been involved in dishonesty or other improper conduct.
If your application is unsuccessful, AVMI will keep your personal data on file in case there are future employment opportunities for which you may be suited, you are free to withdraw your consent at any time by contacting firstname.lastname@example.org.
Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.
AVMI will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. AVMI will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.
AVMI will not transfer your data outside the European Economic Area.
AVMI takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.
If your application for employment is unsuccessful, AVMI will hold your data on file for 12 months after the end of the relevant recruitment process. If you agree to allow AVMI to keep your personal data on file, AVMI will hold your data on file for a further 12 month for consideration for future employment opportunities. At the end of that period or once you withdraw your consent, 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.
As a data subject, you have a number of rights. You can:
If you believe that AVMI has not complied with your data protection rights, you can complain to the Information Commissioner.
You are under no statutory or contractual obligation to provide data to AVMI during the recruitment process. However, if you do not provide the information, AVMI may not be able to process your application properly or at all. If your application is successful, it will be a condition of any job offer that you provide evidence of your right to work in the UK and satisfactory references.
You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.
Recruitment processes at AVMI are not based solely on automated decision-making.