As part of any recruitment process, Rogers Stirk Harbour + Partners (RSHP) collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.
What information does RSHP collect?
RSHP collects a range of information during the application process. This includes:
- your name, address and contact details, including email address and telephone number;
- details of your qualifications, skills, experience and employment history;
- information about your entitlement to work in the UK; and
- any other information you include in your CV or application which we feel may be relevant as part of your application
We may collect this information in a variety of ways. For example, data might be contained in application forms, CVs (including portfolios), obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.
We may collect additional information during interview, for example, information about your current level of remuneration, including benefit entitlements;
If your application has been submitted through a recruitment agency, we may collect your personal details, details of your experience and qualifications from the agency in order that we may process your application.
RSHP may also collect personal data about you from third parties, such as information from employment background check providers and from criminal records checks. RSHP will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.
Data will be held securely by RSHP.
Why does RSHP process personal data?
RSHP has a legitimate requirement and interest in processing personal data and keeping records during the recruitment process. Data from job applicants allows RSHP to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. RSHP may also need to process data from job applicants to respond to and defend against legal claims.
We may also process information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
In some cases, we need to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.
When appropriate, where RSHP processes other special categories of data, such as information about gender diversity, ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes only.
Who has access to 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.
Where referees are provided RSHP reserves the right to contact them for the purposes of providing references.
If your application is successful RSHP may share your data with third parties for the following purposes:
- Employment background check providers to obtain necessary background checks and if applicable,
- The Disclosure and Barring Service to obtain necessary criminal records checks.
With the exception of former employer reference requests outside Europe, RSHP will not transfer your data outside the European Economic Area unless specifically advised.
How does RSHP protect data?
RSHP 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 employees in the proper performance of their duties. Hard copy data including application forms, interview notes and CVs are kept in a secure location.
We discourage applications by email, as unfortunately the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your data transmitted to us via email; any transmission is at your own risk.
For how long does RSHP keep data?
If your application is unsuccessful RSHP will retain your personal data for six months in case there are future employment opportunities for which you may be suited, unless you withdraw your consent for us to do so. If at the end of that period, or if you withdraw your consent, your data is deleted or destroyed. We may also retain limited data for Equal Opportunities and Diversity Monitoring purposes.
For further information regarding this please click here https://www.gov.uk/employers-responsibilities-equa... . 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. The periods for which your data will be held will be provided to you in a new privacy notice.
RSHP aims to ensure that personal information held about you is accurate and up to date, that it is held securely and only for so long as is necessary for the purpose it was collected, and to allow us to comply with legal requirements in certain jurisdictions. In assessing retention periods for your data, RSHP has considered the purposes of the processing together with any legal requirements and statutory limitation periods.
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request;
- require RSHP to change incorrect or incomplete data;
- require RSHP 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 RSHP is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact a member of the HR Team,
If you believe that RSHP has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to RSHP during the recruitment process. However, if you do not provide the information, RSHP may not be able to process your application properly or at all.
Automated decision-making (ADM)
ADM occurs when decisions are made about you by a computer or some other information analysing machine. Examples of this include the machine scanning of CVs, computer processed aptitude or personality tests and website profiling. RSHP recruitment processes are not based on automated decision-making.