Working at Brainlabs
As part of our recruitment process, BRAIN LABS DIGITAL collects and processes personal data relating to job applicants. We are transparent about how we collect and use that data to meet data protection obligations.
What information do we collect?
BRAIN LABS DIGITAL collects a range of information about you. This includes:
- Your name, address and contact details including email address and telephone number
- Details of your education, qualifications, skills, experience and employment history
- Information about your current level of remuneration, including benefit entitlements
- Whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process; and
- Information about your entitlement to work in the UK.
We may collect this information in a number of ways. For example, data may be contained in application forms, CV’s or cover letters, passport or other identity documents or collected through interviews or other forms of assessment. This data will be used for recruitment purposes only.
We may also collect data about you from third parties for recruitment purposes, such as references from former employers. We will seek information from third parties only once a job offer has been made and we will inform you that we are doing so.
Data will be stored securely in a range of different places including your job application record, in HR Management Systems and on other IT Systems (including email).
Why do we process personal data?
BRAIN LABS DIGITAL needs to process your data, at your request, prior to entering into a contract with you. If your job application is successful we will also need to process your data to enter into an employment contract with you.
Certain data needs to be processed to ensure that we are complying with legal obligations. For example, it is mandatory to check eligibility to work in the UK before employment commences.
We have 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 upon who we make a job offer to. We may also need to process data from job applicants to respond to and defend legal claims.
We may also process specific categories of data to monitor recruitment statistics, for example, information pertaining to ethnic origin, sexual orientation, religion or belief. We may also collect information regarding disability in order to make reasonable adjustments for candidates who have a disability. We process this information to carry out obligations and exercise specific rights in relation to employment.
Who has access to data?
Your information may be shared internally for the purposes of the recruitment process. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, departmental managers 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 we make you a job offer. We will then share your data with former employers to obtain references for you. Some job offers may also be subject to employment background checks, in which case we will share your data with employment background check providers.
How do we protect data?
At BRAIN LABS DIGITAL the security of your data is of the utmost importance to us. 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.
How long do we keep data for?
If your job application is unsuccessful, we will keep your personal data on file for a period of 6 (six) months following the end of the recruitment process. This is in case future employment opportunities arise that may suit your skill set. We will ask for your consent when you submit your job application before we keep your data for this purpose and you will be free to withdraw your consent at any time. At the end of this period, or if you withdraw your consent, your data will be deleted or destroyed.
If your job application is successful, personal data gathered during the recruitment process will be transferred to your employee file (electronic and paper based) and retained during your employment. Details are set out in the Data Protection Policy in our Employee Handbook.
Your rights
As a data subject you have certain rights. You can:
- Access and obtain a copy of your data upon request
- Require the organisation to change incorrect or incomplete data
- Require the organisation to delete or stop processing your data, for example, where the data is no longer necessary for the purposes of processing; and
- Object to the processing of your data where the organisation is relying on its legitimate interests asthe legal ground for processing.
If you would like to exercise any of these rights, please contact Alice Browne at alice@brainlabsdigital.com.
If you believe that the organisation has not complied with your data protection rights, you can make a complaint to the Information Commissioner.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to BRAIN LABS DIGITAL during the recruitment process. However, if you do not provide information, we may not be able to process your application.
