As part of any recruitment process, etc.venues collects and processes personal data relating to job applicants. etc.venues are committed to being transparent about how we collect and use that data and to meeting the data protection obligations.
Information about us
In this privacy notice, references to “etc.venues”, “we”, “our” are references to ETC Venues Limited, a company incorporated in England with company number 02717522 and its registered office at Prospero House, 241 Borough High Street, London, SE1 1GA.
What information does etc.venues collect?
etc.venues collects a range of information about you. This includes:
- your name, address and contact details, including email address and telephone number
- details of your qualifications, skills, experience and employment history
- information about your entitlement to work in the UK
etc.venues collects information which is deemed necessary for the recruitment and selection decision and does so in a variety of ways. Data may be collected via application forms, CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment. Any psychometric tests and personality questionnaires will be used and interpreted by a qualified assessor.
Job application forms, CV's and test results will be held in the strictest confidence and will not be made available to any other person or organisation other than those directly involved in the recruitment process, without the express consent of the individual.
etc.venues will also collect personal data about you from third parties, such as references supplied by former employers. etc.venues will seek information from third parties only once a job offer to you has been made to which your consent must be given upon acceptance of the role.
Data will be stored in a range of different places such as our HR management systems and on IT systems such as email and backups.
Why does etc.venues process personal data?
etc.venues need to process data to take steps at your request prior to entering into a contract with you. In some cases, etc.venues needs to process data to ensure that we are complying with legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.
etc.venues 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 us to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. etc.venues may also need to process data from job applicants to respond to and defend against legal claims.
Where etc.venues relies on legitimate interests as a reason for processing data, we have considered whether or not those interests are overridden by the rights and freedoms of employees or workers and have concluded that they are not.
If your application is unsuccessful, we will keep your personal data on file in case there are future employment opportunities for which you may be suited. etc.venues will ask for your consent before we keep your data for this purpose and you are free to withdraw your consent at any time.
Who has access to data?
Your information will be shared internally for the purposes of the recruitment exercise, this includes members of the HR team and line managers.
etc.venues will not share your data with third parties, unless your application for employment is successful and etc.venues makes you an offer of employment. etc.venues will then share your data with former employers to obtain references for you.
etc.venues will not transfer your data outside the European Economic Area.
How does etc.venues protect data?
etc.venues takes the security of your data seriously. We have 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 etc.venues keep data?
If your application for employment is unsuccessful and you do not attend an interview with etc.venues, your data will be retained for a period of one month. For those applications that are invited for an interview, your data will be held for seven months after the end of the relevant recruitment process. At the end of that period your data is deleted or/and 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:
- access and obtain a copy of your data on request
- require etc.venues to change incorrect or incomplete data
- require etc.venues to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
- object to the processing of your data where etc.venues is relying on its legitimate interests as the legal ground for processing
- ask etc.venues to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override etc.venues legitimate grounds for processing data.
If you would like to exercise any of these rights, please contact the HR department at firstname.lastname@example.org . If you believe that etc.venues has not complied with your data protection rights, you can complain at email@example.com
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to etc.venues during the recruitment process. However, if you do not provide the information, your application may not be processed properly or at all.
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.
etc.venues recruitment processes is not based on an automated decision-making.
How to contact us
If you have any questions or complaints about this privacy notice or the way your personal information is processed, or would like to exercise one of your rights set out above, please contact us by one of the following means:
Post: HR Manager, ETC Venues Limited, Prospero House, 241 Borough High Street, London, SE1 1GA