Personal data processing for recruitment and employment

You will be asked to provide us with your personal data when you apply for a role with us.

As part of the recruitment process, it is essential that we collect some personal data about applicants in order to identify them and support the assessment of an applicant’s suitability for the advertised role.  The specific data that we process will depend on the role for which you are applying, how far you progress in the recruitment process and your individual circumstances.

As part of confirming your status as an employee, we will create a personnel record for you which may include some personal data obtained from other sourcesThese sources may include other people and organisations, some public sources, such as publically available directories and online resources including social media.

Once you become an employee of Evolution Funding, your data will be processed on a need to know basis for workforce management purposes.  These include line management, disciplinary, payroll and IT operations.  There will be some items of your personal data that will be more widely available within the business and to partner organisations such as your name, job title, business contact details and photograph.

Whatever the source of your personal data, we must have a legal basis for processing your data.  This is outlined in Our Legal Basis for processing your Information section of this Privacy Notice.

What we will do with your personal data

R= Recruitment, E = Employment

Types of Personal Data Summary of Activity Purpose of the data
Contact and financial information: Communicating with you and providing you with information in connection with your employment.
  • R/E
  • Name
  • Address and Address History
  • Email and phone number
  • Bank account details
  • National Insurance number
  • Administration of the contract.
  • Identifying and authenticating employees.
  • Payment of wages
  • E
  • R/E
  • E

 

Types of Personal Data Summary of Activity Purpose of the data
Background information: Administration of your application for Employment.
  • R
  • Education, Qualifications and CPD
  • Career history
  • References
  • Notes of interview or other evaluation
  • Salary preferences and history
  • Reviewing your application and considering your suitability for the role.
  • Obtaining, considering and verifying your employment history.
  • Line Management, Assessments for further training and career progression.
  • R
  • R
  • E

 

Types of Personal Data Summary of Activity Purpose of the data
Proof of identity information: Reviewing and confirming your right to work in the UK.
  • R
  • Passport
  • Driving licence
  • Right to work, visa & residency information
  • Conducting checks and verification/ vetting to assess your right to work in the UK.
  • R/E

 

Types of Personal Data Summary of Activity Purpose of the data
Special category including criminal  records information: Background checks conducted as part of vetting in order to assess and verify suitability of the individual for the role.
  • R
  • Outcome of vetting checks including DBS and credit checks.
  • Background checks conducted in order to support privileged access rights.
  • E
Processing of your data by third parties

Most of your personal data will be processed by Evolution Funding HR department and by line managers on a need to know basis.  Some of your data will be processed by data processors on our behalf and these will include:

  • Company Pension provider,
  • Payroll Consultant and provider,
  • Employee benefits provider,
  • HR SaaS provider,
  • On occasion access to your personal data may be required for verification purposes by our Auditors and Insurers, Statutory and Regulatory Bodies, Law Enforcement, Government departments and HMRC.
Retention of Recruitment and Employment Records

If you become an employee, we will retain your personal data during the period of your employment with us and for a limited period of time afterwards.

The length of time that we retain your personal data in a format that can identify you will be determined by:

  • The purpose for which we collected it,
  • Any legal obligations that the business must comply with,
  • Whether there are legal disputes in play for which we will need to retain your personal data, to defend,
  • The retention period for the business related data, correspondence or other documentation of which your personal information forms a part. 

If you apply for a role and are unsuccessful, we may retain your personal data for up to a year in order to facilitate your application for other roles with Evolution Funding.  We would only do this with your consent.