Job Applicant Privacy Notice
SIF collects and processes personal data relating to job applicants as part of our recruitment process. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.
This notice sets out the basis on which we collect, use and disclose the personal data of our job applicants.
What information does SIF collect and how?
SIF collects a range of information about you. This includes:
- your name, address and contact details, including email address and primary telephone number;
- details of your qualifications, skills, experience and employment history;
- information from interviews and phone-screenings you may have;
- information about your current level of remuneration, including benefit entitlements;
- information about your entitlement to work in the United States.
SIF may collect this information in a variety of ways. For example, data might be contained in our on-line application system, in cover letters or resumes you provide, or collected through interviews or other forms of assessment, including online tests.
We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from third parties only once a job offer to you has been made and we will inform you that we are doing so.
Data will be stored in a range of different places, including in your on-line application record, in our HR management system, and on other IT systems (including email).
Why does SIF process personal data?
SIF 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 an applicant's suitability for employment, and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.
SIF may process information about whether or not applicants are disabled so we can make reasonable accommodations for candidates who have a disability. We process such information to carry out its obligations and exercise specific rights in relation to employment.
We will not use your data for any purpose other than the recruitment process of which you are a part.
Who has access to applicant data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy, and IT staff, if access to the data is necessary for the performance of their roles.
We will not share your data with third parties, unless your application for employment is successful and an offer of employment is made. We will then share your data with former employers in order to obtain references and employment background check providers to obtain necessary background checks.
How does SIF protect applicant data?
SIF 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 personnel in the proper performance of their duties.
For how long does SIF keep applicant data?
If your application for employment is unsuccessful, we will hold your data on file for 2 years. At the end of that period, your data is deleted or destroyed (unless we need to retain it for longer to exercise or defend any legal claims).
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.
What if you do not provide personal data?
You are under no obligation to provide data to SIF during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.