1 The types of personal information we collect

Transcription

1 ICBC (LONDON) PLC NEW CANDIDATE PRIVACY NOTICE As part f ur recruitment prcess, the Industrial and Cmmercial Bank f China (ICBC) cllects and prcesses persnal data relating t jb applicants. The Bank is cmmitted t being transparent abut hw it cllects and uses this data and t meeting its prtectin bligatins. (ICBC) respects yur privacy. This ntice cntains infrmatin n (amngst thers): what persnal infrmatin we cllect (see sectin 1); what we d with that infrmatin (see sectin 2); wh we share the infrmatin with (see sectin 3); and what rights yu have (see sectin 6). ICBC (Lndn) plc ( ICBC, Bank we, ur, r us ) will cllect and prcess persnal infrmatin abut yu. By yu, we mean prspective emplyees, cntractrs and agency staff. This ntice is nt cntractual. 1 The types f persnal infrmatin we cllect We hld the fllwing infrmatin abut yu in rder t carry ut the activities set ut abve: Basic bigraphical details: This includes yur name, age, gender, date f birth, phtgraph, hme address, persnal telephne number, marital status, and cpies f identity dcuments. Whether r nt yu have a disability fr which the rganisatin needs t make reasnable adjustments during the recruitment prcess Wrk infrmatin: Details f yur qualificatins, skills, experience, emplyment histry and references. Infrmatin abut yur current level f remuneratin, including benefits entitlements and abut yur entitlement t wrk in the UK Other infrmatin generated: This includes cmmunicatins and ther dcuments that are created, and CCTV ftage if yu visit ur premises. ICBC may cllect this infrmatin in a variety f ways. Fr example, data might be cntained in CVs, btained frm yur passprt r ther identity dcuments r cllected thrugh interviews r ther frms f assessment. We may als cllect persnal data abut yu frm third parties, such as recruitment agencies and frm references supplied by frmer emplyers. We will seek infrmatin frm third parties nly after a jb ffer has made and we will infrm yu that we are ding s. Data will be stred in a range f different places, including n yur emplyee file, in ADP Freedm system and in ther IT systems (including s). In the majrity f cases, the prvisin f this infrmatin is mandatry, but we will let yu knw where the prvisin f this infrmatin is ptinal. 2 Using yur persnal infrmatin fr certain purpses and the legal basis fr prcessing We use yur infrmatin fr the fllwing purpses: 1

2 2.1 Pre-cntractual steps We will use yur infrmatin t perfrm ur cntractual bligatins twards yu r t take precntractual steps at yur request, such as preparing a cntract f emplyment fr yu fllwing a decisin t make yu an ffer f emplyment. We will use yur infrmatin where necessary t cmply with the legal bligatins placed upn us. This means we will use yur infrmatin t: cnfirm that yu are entitled t wrk in the United Kingdm; keep recrds necessary t demnstrate ur cmpliance with ur cmpliance bligatins, e.g. in relatin t bribery; and disclse yur infrmatin where we are under a legal bligatin t d s. 2.2 T manage and prtect ur business We will use yur infrmatin where we have a legitimate interest in managing and prtecting ur business (including preventing r detecting crime and fraud), and have taken measures t ensure that this des nt cause unwarranted prejudice t yur privacy. This means we will: t determine whether yur skills and experience are suitable fr the rle yu are applying fr, and determine whether r nt t make an ffer f emplyment t yu; and, at the apprpriate stage in the recruitment prcess, t verify the accuracy f infrmatin yu have prvided t us as part f yur applicatin, including thrugh backgrund screening 3 Sharing yur persnal infrmatin We will disclse yur infrmatin in the circumstances set ut belw. 3.1 Internally Yur infrmatin may be shared internally fr the purpses f the recruitment exercise. This includes members f the HR and Administratin team, interviewers invlved in the recruitment prcess, managers in the business areas with a vacancy and IT staff if access t the data is necessary fr the perfrmance f their rles. 3.2 T the ICBC grup We will disclse yur infrmatin t ther members f the ICBC Grup where there is a legitimate need fr thse ther grup members t access that infrmatin and when they prvide services t us. Sme f thse Grup members are based utside f the Eurpean Ecnmic Area in jurisdictins that d nt prvide an adequate level f prtectin fr persnal infrmatin. See sectin 5 fr mre infrmatin n internatinal transfers. 3.3 T third party service prviders and ur custmers We will disclse yur infrmatin t third parties wh prvide us with services, including third parties wh supply us with services t help run ur business, and prfessinal advisers, such as lawyers r accuntants. Fr example, we disclse persnal infrmatin 2

3 t Verifile, wh prvide us with CV Verificatin and backgrund screening. Where we disclse infrmatin t ur service prviders we take reasnable steps t ensure that it cntinues t be prperly prtected. 3.4 In accrdance with the law We will disclse yur infrmatin where we are under a legal bligatin t d s, e.g. because a law bliges us t disclse that infrmatin r we have t disclse it as part f a legal claim. We will als disclse yur infrmatin where there is substantial public interest, and the disclsure is necessary and prprtinate. Fr example, we will share yur infrmatin with tax authrities. 4 String yur persnal infrmatin If yur applicatin fr emplyment is unsuccessful, the rganisatin will hld yur data in file fr 6 (six) mnths after the end f relevant recruitment prcess. If yu agree t allw us t keep yur persnal data n file, we will hld yur data n file fr a further 6 (six) mnths fr cnsideratin fr further emplyment pprtunities. At the end f this perid, r when yu withdraw yur cnsent, yur data is deleted r destryed. Yu will be asked when yu submit yur CV whether yu give us cnsent t hld yur details fr the full 12 mnths t be cnsidered fr ther psitins during this perid. If yur applicatin fr emplyment is successful, persnal data gathered during the recruitment prcess will be transferred t yur Emplyee File (electrnic and paper based) and retained during yur emplyment. The perids fr which yur data will be held will be prvided t yu in a new privacy ntice. We will keep ther infrmatin abut yu fr the perids necessary fr the purpses fr which the infrmatin is used. We will keep the infrmatin fr a lnger perid where required by law. 5 Transferring yur persnal infrmatin internatinally Data prtectin laws in the Eurpean Ecnmic Area (EEA) require additinal cmpliance steps fr sending persnal infrmatin abrad. These cmpliance steps help ensure that the same level f prtectin is applied t persnal infrmatin nce it leaves the EEA. We require such recipients t cmply with apprpriate measures designed t prtect persnal infrmatin cntained within a binding legal agreement. A cpy f these measures can be btained by cntacting us at the address at the end f this ntice. 6 Yur data prtectin rights Yu have the data prtectin rights listed belw. ICBC will cnsider requests t exercise these rights under applicable data prtectin laws, but these rights are nt abslute: they d nt always apply and exemptins may be engaged. As a data subject, yu have a number f rights, Yu can: Access yur infrmatin: If yu want t access and btain a cpy f yur infrmatin we hld abut yu, please use the cntact details belw. Crrect yur infrmatin: if yu require the Bank t change incrrect r incmplete infrmatin we hld abut yu, please use the cntact details belw. 3

4 Cncerned abut ur use f yur infrmatin: Yu can, in certain circumstances, ask us t stp using yur infrmatin, r t delete yur infrmatin. In sme cases, we may need t cntinue t hld and use yur infrmatin, even if yu ask us nt t; fr example, where we are under a legal bligatin t retain that infrmatin. Hwever, if we are nt able t cmply with yur request, we will tell yu why. 7 Exercising yur data prtectin rights; cmplaints If yu wuld like t speak t us abut hw we use yur persnal infrmatin, yu can d this by cntacting us at the details at the end f this ntice. If yu are nt satisfied with ur respnse, yu have the right t cmplain t the Infrmatin Cmmissiner s Office. Their details are available at 8 Status f this privacy ntice This ntice was last updated in May We reserve the right t update it frm time t time. If we update the ntice, we will take steps t infrm yu f the update by apprpriate means. 4

5 9 Cntact infrmatin If yu wuld like any mre infrmatin, r wuld like t exercise any f the rights set ut abve, cntact us at: ICBC Lndn (plc) Lndn Hw t cntact us: Call Frm the UK: Visit us Write t us us Frm Overseas: ICBC (Lndn) plc Lndn Our business hurs: Mnday-Friday pm. Human Resurces & Administratin Department ICBC (Lndn) plc Lndn <<privacy1@icbclndn.cm>> 5