Data Protection Statement for Recruitment
Introduction
Energy Saving Trust is dedicated to ensuring your personal data is protected during the recruitment process with us. This document sets out how we ensure the processing of your personal data is carried out in compliance with relevant data protection laws.
Scope
This document applies to all processing of personal data during Energy Saving Trust’s recruitment process.
Definitions
Personal Data means any information relating to an identified or identifiable natural person.
Processing means any operation or sets of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
What information we collect about you
Energy Saving Trust will most commonly collect the following types of personal data during the recruitment process:
· Name
· Contact information
· Date of birth
· Gender identity
· Qualifications
· Employment history
· Right to work evidence
· Any other information contained within application documents e.g., your CV and covering letter
Please note: We no longer request your National Insurance Number at the application stage.
We may record your interview if it takes place virtually via Microsoft Teams. We do this to help ensure objectivity and fairness in our recruitment process, allowing us to review responses accurately and make evidence-based decisions. We will always advise you in advance if the interview is to be recorded. You have the right to request that the interview is not recorded or transcribed.
When we collect information from you
When Energy Saving Trust collects information about you, your personal data will only be processed when there is a lawful basis for doing so.
In this case we will process your information as it is necessary for the performance or pursuance of an employment contract, or to take steps at your request prior to entering a contract.
When it is necessary to comply with our legal obligations around ensuring all prospective employees have the right to work in the United Kingdom.
Where we collect information from you
Energy Saving Trust will most commonly collect your personal data in the following ways:
· Directly from you through the course of our application and recruitment process via our Applicant Tracking System (Teamtailor), where you submit your CV
· From an employment agency appointed on your behalf through the application and recruitment process
Less commonly, we may collect (or share) your personal data in accordance with the Transfer of Undertakings (Protection of Employment) regulations (TUPE).
Teamtailor sub-processors:
We use Teamtailor as our applicant tracking system to manage recruitment. Teamtailor may use sub-processors to provide its services. You can view the current list of sub-processors used by Teamtailor for EU-region customers here. sub-processors
Sharing information about you
We use third party providers to support our recruitment and onboarding process. For example, we use third parties to:
· Carry out necessary right to work checks
· Carry out credit reference checks where required for your role
How long we retain your information
Energy Saving Trust will retain your personal data for the course of your employment with us, plus any post-employment retention periods, where required by law. During your onboarding process, you will receive a copy of our Data Protection Policy.
If you are not successful in your application and you do not go on to work for us, your information will be retained for 36 months if you opt in for our talent pool.
Job applications and talent pool
Candidates who apply for our roles or connect with our talent pool can choose to opt in to have their CV retained for up to 36 months. This allows us to send relevant job alerts and consider them for future opportunities.
Opting in is required to apply for roles or join our talent pool. At the end of the 36-month period, candidate data will be automatically removed unless the individual actively requests to renew their consent. Candidates may also request data removal at any time by clicking here: Request removal - Energy Saving Trust
If a candidate requests data removal, the process will be completed without undue delay.
Once data is removed, the candidate will no longer appear on the platform. However, anonymised information (with no personal identifiers such as name or address) may still be visible in analytics.
Your rights
The UK GDPR provides individuals with the following rights regarding their personal data:
· The right to be informed
· The right of access
· The right to rectification
· The right to erasure
· The right to restrict processing
· The right to data portability
· The right to object
· Rights in relation to automated decision making and profiling
Full information on your rights can requested from our Data Protection Officer at dataprotectionofficer@est.org.uk
