Our Recruitment Privacy Policy
Recruitment Privacy Policy
As part of any recruitment process, The Ascentis Group collects and processes personal data relating to job applicants. The Ascentis Group is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does The Ascentis Group collect?
The People and Culture team at The Ascentis Group collects a range of information about you. This may include
- First name
- Surname
- Email address
- Home telephone number
- Mobile number
- Date of Birth
- Legal gender
- Recognised Gender (optional)
- Full current Address
- Postcode
- Photo: If applicable, our ATs systems requires the candidate to upload their photo if they apply through LinkedIn or Facebook. This is part of the XML feed that is exchanged between those platforms and this website, that when a candidate choses to share their online profile, to quickly and easily fill in their application, the photo in their profile is ingrained in the feed.
- Educational background: Dates from and to, Institutions, Degree or Diploma Subject Studied and class of degree
- Training courses: Details, dates attended qualifications/grades
- Current employment: Business name, Address, postcode, employment dates, Job role, start date, email.
- Previous employment: Business name, Address, employment dates (start/end), job role, salary, job details
- Ability to use a car
- References: Name, email address, full address, postcode, telephone number, occupation, relationship to a potential employee, time known, the position of candidate, employees’ reason for leaving and the number of sickness days in the past 12 months.
- Signature
- Details of your qualifications, skills, experience and employment history;
- Information about your current level of remuneration, including benefit entitlements;
- Whether or not you have a disability for which The Ascentis Group needs to make reasonable adjustments during the recruitment process;
- Unspent convictions information under the Rehabilitation of Offenders Act 1974: Employees are contractually required to disclose any unspent criminal convictions to us, so that we can take appropriate action and manage any risk. Where necessary, this may result in the redeployment or withdrawal of an offer of employment dependent upon the nature and the risk of their criminal conviction. Where applicable, employees will undergo DBS checks and clearances due to regulatory requirements of Ofqual/CCEA/WG pursuant to The General conditions, QAA pursuant to the Licencing Criteria and the SQA Principles
- Information and documentation about your entitlement to work in the UK;
- For the purpose of enhancing your experience and streamlining processes, we gather anonymised statistics about the usage of the ATS platform, including tracking of various kinds, for more information, please see Clause 2.3 in TeamTailors Privacy Notice.
- AI Usage and Co-pilot Feature Provided by TeamTailor
At Ascentis, we are committed to ensuring the privacy and security of all personal data collected during the recruitment process. As part of our efforts to enhance efficiency and effectiveness in our recruitment practices, we utilise artificial intelligence (AI) technologies, including the Co-pilot feature provided by our hiring software partner, TeamTailor.
The Co-pilot feature is offered as an Add-on within our hiring software, and only Company Admins have the capability to activate it. This deliberate activation process is designed to promote efficiency in the recruitment process, allowing administrators to assess the benefits and implications of integrating AI assistance into our recruitment workflows. Furthermore, this control mechanism ensures that the feature can be disabled at any time, providing flexibility and accountability in its usage.
Once activated, Company Admins have the authority to specify the tasks and functions for which the Co-pilot feature will provide support. This empowers our team to tailor its utilisation according to our specific needs and preferences, while maintaining oversight and control over the AI's involvement in our recruitment activities.
It is important to note that the Co-pilot feature operates within the parameters defined by our company's data protection policies and applicable regulations. All data processed by the Co-pilot feature is handled in accordance with our established privacy practices, ensuring confidentiality, integrity, and lawful processing of personal information throughout the recruitment lifecycle.
By incorporating AI technologies like the Co-pilot feature into our recruitment processes, we aim to streamline operations and enhance the overall candidate experience. Rest assured, we remain committed to upholding the highest standards of privacy and data protection in every aspect of our recruitment practices.
For more information on how we plan to use this feature in our recruitment processes, please refer to TeamTailor’s article on Co-Pilot: Co-pilot: Privacy and Security | Teamtailor Support
Candidates may provide further details not listed above; but will be at the candidate's discretion as it is not a requirement. The discretionary data provided by a candidate will be treated the same way as collected data in the recruitment process.
The Ascentis Group collects recruitment related 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.
Data will be stored in two places, on your application record (electronic secure file) and email.
Why does The Ascentis Group process personal data?
The Ascentis Group 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, The Ascentis Group 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 Ascentis Group 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 The Ascentis Group to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. The Ascentis Group may also need to process data from job applicants to respond to and defend against legal claims.
The Ascentis Group may process 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.
The Ascentis Group will not use your data for any purpose other than the recruitment exercise for which you have applied.
Who has access to data?
Your information will be shared internally solely for the purposes of the recruitment exercise. This includes members of the People and Culture team and interviewers involved in the recruitment process.
The Ascentis Group will not share your data with third parties unless your application for employment is successful and it makes you an offer of employment. The Ascentis Group will then share your data with former employers to obtain references for you, and employment background checks providers to obtain necessary background checks.
Veremark
– Full name and email address will be provided (this is only relevant to those who need to have a right-to-work check conducted online due to being a remote worker and not being able to visit the office to conduct an in-person check). Further details on the Veremark data processing terms and privacy policy can be accessed by clicking on the hyperlinks. A copy of the individual's passport and outcome report will be saved on their file in line with legal right-to-work check requirements;
How does The Ascentis Group protect data?
The Ascentis Group 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.
- Cyber Security
- Password protected
- Restricted use
- Locked cabinets for paper files containing personal data
- Data Protection Policy
- Disciplinary Policy
For how long does The Ascentis Group keep data?
If your application for employment is unsuccessful, The Ascentis Group will hold your data on file up to twelve months and two weeks, with your consent after the end of the relevant recruitment process. At the end of that period or once you withdraw your consent, whichever is earlier, 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 ‘employee’ privacy notice.
How can I request my data to be deleted
You can request for your information to be deleted by following this link https://support.teamtailor.com/en/articles/4991052-request-to-be-removed
This link will take you to the section on the Teamtailor website initiating any request for your data to be removed. Please follow this process if you wish to to utilise this right under GDPR.
Please be advise if you request for your data to be deleted at any point once you have provided information this could effect your job application. As we would be unable process your application to the standard required. If you have any questions please contact [email protected]
