Recruitment Privacy Notice
UKTV Media Limited (04266373) of 10 Hammersmith Grove, London, W6 7AP ("UKTV", "we", "us", or "our") takes the protection of individuals’ privacy seriously, including its candidates for employment/ engagement. This Privacy Notice explains what personal information we collect about you, how we use it and the steps that we take to ensure that it is kept secure.
For the purposes of applicable data protection law (in particular, the General Data Protection Regulation (EU) 2016/679 (the "GDPR")), UKTV is the 'data controller' of your personal information.
The Information We Collect
We will obtain your personal information because you have submitted an application for a position with UKTV (either directly, through a recruiter, or via online recruitment platforms and job boards). This personal information may include, but is not limited to the information you have provided to us in your CV and application letter, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications, references, candidate assessment (incl. interview notes and interview video), any information you provide to us during an interview, ID documentation (incl. passport copy & information, driver's license copy & information), board memberships and right to work checks. We will hold, use and process that personal information in accordance with the terms of this Notice.
We may also collect, store and use the following types of more sensitive personal information:
- Information about your race or ethnicity, religious beliefs and sexual orientation if you choose to provide these to us during the application process;
- Information about your health, including any medical condition, health and sickness records if you provide these to us during the application process; and
- Information about criminal convictions and offences if applicable.
We may obtain the following personal information about you from third parties including recruitment agencies and online recruitment platforms (including CV databases and job boards):
- Name, title, address, telephone number, personal email address, date of birth, gender, employment history, education history, qualifications, references, candidate assessment (incl. interview notes and interview video) and right to work checks.
Please ensure you have the informed the UKTV employee or any other referee whose details you provide alongside your application about our use of their personal information as outlined in this Notice.
Verification and Staff Checks
For some positions, it will be necessary for us to verify the details you have supplied (for example, in relation to your identity, academic credentials or your employment history) and / or carry out pre-employment checks (for example, in relation to financial standing). The level of required checks will vary by position and will usually be conducted at as late a stage as is practicable in the recruitment process and often only after you have been selected for the position.
In order to carry out checks in respect of criminal convictions, we collect personal information about candidates from the Disclosure and Barring Service.
How We Use Your Personal Information
We will use the personal information we collect about you to:
- Assess your skills, qualifications and suitability for the role.
- Carry out background and reference checks, where applicable.
- Communicate with you about the recruitment process.
- Keep records related to our hiring processes.
- Comply with legal or regulatory requirements.
It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our business to appoint someone to that role.
We need to process your personal information to decide whether to enter into a contract with you.
We also need to process your personal information in order to comply with applicable laws and the protection of our legitimate business interests and legal rights including but not limited to, use in connection with legal claims, compliance, regulatory, investigative and disciplinary purposes (including disclosure of such information in connection with legal process or litigation). This includes verifying that you have the right to work in the country in the UK.
Having received your CV and covering letter or your application form, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. For some roles, we hay also ask you to complete a test following an initial interview, the result of which will be used to decide whether to invite you for a second interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references and carry out the background checks set out above before confirming your appointment.
We may request that you attend one or more interviews by phone or video conference, in which case we may record the interview if you give us your consent to do so. Any recordings will be deleted when the hiring process has been completed.
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
How we use particularly sensitive personal information
We will use your particularly sensitive personal information in the following ways:
- We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during an interview.
- We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.
Information about criminal convictions
We envisage that we will occasionally process information about criminal convictions.
We will collect information about your criminal convictions history if we would like to offer you the role and if either we are legally required to carry out these criminal records checks, or if the role requires a high degree of trust and integrity in which case we may ask you to seek a basic disclosure of your criminal records history.
We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
Why might you share my personal information with third parties?
We will only share your personal information with search consultancies for the purposes of processing your application. All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
Disclosure of Your Personal Information
Your personal information will be disclosed to:
- subsidiaries and/or affiliates for internal management purposes, and group-wide analytics (which are located in the UK);
- trusted third parties which UKTV uses as part of the recruitment process, such as our apprentice recruitment provider and search consultancies (which are located in the UK);
- other third parties who perform services on our behalf such as professional advisors (which are located in the UK) and IT consultants carrying out management of our IT systems (which are located in the UK);
- in the event that we are sold or integrated with another business, to our advisers and any prospective purchaser and their advisers; and
- government authorities and/ or regulatory or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of our legitimate interests in compliance with applicable laws.
Where We Transfer Your Personal Information
UKTV does not transfer your personal information outside the EEA.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
How Long We Keep Your Personal Information For
If your application is unsuccessful, we will retain your personal information for a period of nine months after we have communicated to you our decision about whether to appoint you to the role. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our data retention policy.
If at any point you would like us to delete your personal details, please let us know (see Contact Details section below).
If your application is successful, your details will be transferred to a UKTV personnel file and retained in accordance with the UKTV Data Retention Policy.
Where applicable, you have certain rights under applicable data protection law including the right to ask us for a copy of or update the personal information held about you as well as obtain supporting explanatory materials. You can ask us to make any necessary changes to your information to ensure that it is accurate and up to date or ask us to transfer it to other organisations, or delete it or restrict its processing at your request in certain circumstances. You also have rights to object to some processing and where we have asked for your consent to process your information, to withdraw your consent. Where we process your information because we have a legitimate interest in doing so, you also have the right to object to this. These rights are limited in some situations – for example, where we can demonstrate that we have a legal requirement to process your personal information. For more details in these rights, please let us know (see Contact Details section below).
Right to withdraw consent
When you apply for a role, you provide consent to us processing your personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact the UKTV HR department at firstname.lastname@example.org. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.
Changes to this Privacy Notice
Any changes we make to our Privacy Notice will be posted on this page. Please check back frequently to see any updates or changes to the Notice. If we change the Privacy Notice in a material way, we will notify you of this and, if required by applicable local law, we will obtain your consent.
If you wish to exercise any of your legal rights, contact us at: Email: email@example.com; Post: UKTV, HR Department, 10 Hammersmith Grove, London W6 7AP; or Phone: 020 3192 0504. If you have any questions about this privacy notice or how we handle your personal information, please contact the HR department at firstname.lastname@example.org
We hope that we can satisfy queries you may have about the way we process your information but if you have any unresolved concerns, you have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.
Last Updated: April 2020