Fair Processing Notice for Candidates

(Government Contract)

Introduction

At Macildowie Associates Ltd (and our parent company), we respect your personal data. This Fair Processing Notice (FPN) details what happens to your data if you wish to apply for a role that falls under a Government Contract. Please also see the “Candidate FPN” as this still applies to you.

Our contact details

We have offices in Nottingham and Leicester.

Nottingham

6th Floor
Waterfront House
Station Street
Nottingham
NG2 3DQ

Leicester

3 Merus Court
Meridian Way
Meridian Business Park
Leicester
LE19 1RJ

Our Data Protection Consultant is David Townsend of Sapphire Consulting Ltd who can be contacted via the email address: This email address is being protected from spambots. You need JavaScript enabled to view it..

What personal data do we collect about you? How will we use that personal data?

Driving Licence

The personal data we collect when you register as a candidate is covered in our “Candidate FPN” so this section will only list the additional personal data collected when we submit your data as part of a Government Contract application.

Some roles require a driving licence check. If this is the case, then we will tell you. In this case, you will be required to send us your DVLA Licence check code, which we will send to the hiring organization. Our legal basis for processing this data is Legitimate Interest. Our Legitimate Interest is providing necessary data to our client to facilitate your employment.

Photo

Your image is classed as personal data so is subject to the same rules as any other personal data. We are required to submit a passport-sized photograph with your application. The photograph is transmitted electronically to the hiring organization, and is also stored by Macildowie on your electronic candidate record. Our legal basis for processing this data is Legitimate Interest. Our Legitimate Interest is providing necessary data to our client to facilitate your employment.

Medical Data

Some roles require candidates to hold a “Certificate of Fitness”. If the role for which you are applying requires this assessment, then Macildowie will pass your email address to our Occupational Health partner, Healthier Business, and they will then liaise with you directly. Your medical data is classed as Special Category data, so we can only process this with your express consent. If you decide at any point that you do not wish Healthier Business and/or Macildowie to process your medical data, then please discuss this with us as soon as possible.

Criminal Record Data

Some roles require candidates to undergo a DBS check, which could result in criminal conviction data being shared with the hiring authority. Macildowie will pass your email address to Experian, who will contact you directly to gather information for the DBS check. Macildowie will receive a report from Experian once the check is complete, which is password-protected and stored securely on your candidate record. The report is shared with the hiring organization. If you do not wish your criminal data to be processed by Macildowie or Experian, then please discuss this with us as soon as possible.

ID Documents

We may be required to take copies of additional ID documents, depending on the role you are applying for. When this is the case, we treat the ID document as personal data and will attach a copy securely to your electronic candidate record. Our legal basis for processing this data is Legitimate Interest. Our Legitimate Interest is providing necessary documents to our client to facilitate your employment.

Do we use any automated decision making?

We do not use any automated decision making.

Who do we share your personal data with?

We share your data with:

  • Our software providers, (e.g. our CRM provider or external assessment software)

  • Our professional advisors (e.g. legal advisors, accountants etc.)

  • Our clients (but only after speaking to you about a specific role)

  • Professional bodies (if we need to conduct qualification checks)

Your rights as a data subject

The GDPR gives you rights as a data subject. You have

  • The right to request from us access to your personal data

  • The right to request from us rectification of your personal data

  • The right to request from us erasure of your personal data

  • The right to request from us restriction of processing your personal data

  • The right to object to our processing of your personal data

  • The right of data portability

  • If we are processing your personal data on the basis of your consent, you have the right to withdraw your consent at any time. To do so please contact This email address is being protected from spambots. You need JavaScript enabled to view it.. This does not affect the lawfulness of processing based on your consent before you withdrew it

  • You have the right to complain to the ICO if you feel that we have been unable to resolve your query

More information on your rights can be found in Chapter 3 of the General Data Protection Regulation.

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