Job Applicant Privacy Notice
Updated as of: July 19, 2018
As part of any recruitment process, Perforce Software (Perforce) 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 Perforce collect?
Perforce collects a range of information about you. 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 current level of compensation/remuneration, including benefit entitlements;
- whether or not you have a disability for which we need to make reasonable adjustments and/or accommodations during the recruitment process; and
- information about your entitlement to work in the country for which you have applied for employment.
We may collect this information in a variety of ways. For example, data might be contained in application forms, resumes or CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.
Perforce 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 will inform you that we are doing so. Data will be stored in a range of different places, including our Applicant Tracking System (ATS) on IT systems (including email), and in hard copy.
Why does Perforce process personal data?
Perforce needs to process data to take steps at your request prior to entering into employment and/or a contract of employment with you. In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.
Perforce 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 a candidate's suitability for employment and decide whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.
Perforce may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. We may also collect information about whether or not applicants are disabled to make reasonable adjustments and/or accommodations for candidates who have a disability.
Perforce processes 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 exercise for which you have applied.
Who has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes the Hiring Manager, the HR Manager and with any members of staff involved in the recruitment process.
We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you.
Perforce will not transfer your data outside the European Economic Area, however, the ATS in which your data is held is “cloud based” and may be accessed by those outside of the European Economic Area for purposes as described above. The ATS is password protected and is used by those within Perforce who have hiring authorization.
How does Perforce protect data?
Perforce 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.
How long does Perforce keep data?
If your application for employment is unsuccessful, we will hold your data on file for twelve (12) months after the end of the relevant recruitment process.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your Employee 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.
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request;
- require Perforce to change incorrect or incomplete data;
- require Perforce 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 Perforce is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please [email protected]. If you believe that Perforce 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 Perforce 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.