As part of any recruitment process, the Company collects and processes personal data relating to job applicants and apprentices. The Company is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does the Company collect?
The Company collects a range of information about you. This includes:
your name, address and contact details, including email address and telephone number;
details of relationships at South West Water;
details of your qualifications, skills, experience and employment history;
information about your current level of remuneration, including benefit entitlements, driving licence and any points;
whether or not you have a disability for which the Company needs to make reasonable adjustments during the recruitment process; and
information about your entitlement to work in the UK.
The Company may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests and profiling.
The Company will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The Company will then share your email address with the employment background check provider, Security Watchdog, who will contact you directly to obtain your consent prior to performing the necessary pre-employment screening. This can include an ID check, references from former employers, qualification check, DVLA if driving is required for role, right to work in the UK, address check and a basic criminality check.
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 and The Cloud).
Why does the Company process personal data?
The Company needs to process data to consider your application and to decide if you are suitable for any particular job. It may also need to process your data to enter into a contract with you.
In some cases, the Company 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.
The Company has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants and apprentices allows the Company to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. The Company may also need to process data from job applicants to respond to and defend against legal claims.
The Company may process special categories of data, such as information about ethnic origin to monitor recruitment statistics. It may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. The Company processes such information to carry out its obligations and exercise specific rights in relation to employment.
For some roles, the Company is obliged to seek information about criminal convictions and offences. Where the Company 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.
The Company will not use your data for any purpose other than the recruitment exercise for which you have applied. If your application is unsuccessful, the Company may keep your personal data on file in case there are future employment opportunities for which you may be suited. The Company will ask for your consent to extend that period of time and you are free to withdraw your consent at any time.
Who has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR team, interviewers involved in the recruitment process, managers in the business area with a vacancy, facilities staff and IT staff if access to the data is necessary for the performance of their roles.
The Company will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The Company will then share your email address with the employment background check provider, currently Security Watchdog, who will contact you directly to obtain your consent prior to performing the necessary background checks including references from former employers, DVLA if driving is required for role, right to work in the UK, address check and a basic criminality check.
Pennon Group do not transfer your data outside of the EEA. However, some of the third parties that we engage, may process or store your data outside of the EEA whilst conducting services on our behalf. We select our providers according to a range of criterion and strive to work reputable businesses. Such third parties are themselves bound by the same legislation as we are, and must adhere to the same standards regarding the protection of your data as we do.
How does the Company protect data?
The Company 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.
For how long does the Company keep data?
If your application for employment is unsuccessful, the Company will hold your data on file for 12 months after the end of the relevant recruitment process. If you consent the Company may hold your data on file for a further six months for consideration for future employment opportunities. At the end of that period or sooner if requested your data will be 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 an employee privacy notice.
As a data subject, you have a number of rights. You can:
access and obtain a copy of your data on request;
require the Company to change incorrect or incomplete data;
require the Company to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
object to the processing of your data where the Company is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact Alan Logan (Data Protection Officer at firstname.lastname@example.org or you can write to him using the address of Peninsula House, Rydon Lane, Exeter EX2 7HR.
If you believe that the Company has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to the Company during the recruitment process. However, if you do not provide the information, the Company may not be able to process your application properly or at all.
Recruitment processes are not based solely on automated decision-making.
How can we help?
Use the FAQ search to quickly find what you are looking for...