Privacy

 

Recruitment Services (Candidates, Applicants and Successful Applicants) Retention Period – 3yrs

We will ask you to consent to signing up to the Recruitment Service from UK SBS to apply for job vacancies with UKRI and UK SBS, however this is not a pre-condition of applying. If you wish to you apply for a specific role without creating an account, please contact the Recruitment Team.

Once you have applied for a role we will process your application under Legitimate Interests.

We may keep your data for longer if we cannot delete it for legal, regulatory or technical reasons.

The information we process:

• Contact information
• CV and cover letter

You can find more information in the Recruitment section and Top Careers section of this statement.

Pre-Employment Screening (Successful candidates) Retention Period – Age 85 yrs

Pre-employment screening is required as a part of your contract of employment with UK SBS.

The information we process:

• Contact Information is passed to a trusted third party to process Security and Occupational Health Clearances
• Confirmation of clearances received are held by UK SBS

Employment Retention Period – Maximum Age 85 yrs

Processing your personal data for employment purposes is covered under Contractual obligations (i.e paying you your salary), Legitimate Interests (ie. Monitoring your sick absence to provide support) and Legal requirement (i.e notifying HMRC of your statutory deductions). We may keep your data for longer if we cannot delete it for legal, regulatory or technical reasons.

The information we process:

• Contact information
• Diversity data (optional)
• Passport / Right to Work/ Visa
• Employment data (inc. sickness leave and statutory leave)
• Payroll
• Financial references
• Training courses and development programmes
• Immigration services (as required)
• Expense reimbursements

Leaving Employment - Retention Period – Maximum Age 85 yrs

As part of your exit from UK SBS employment, we will continue to process elements of your personal data under the Contractual,Legitimate and Legal lawful bases.

We may keep your data for longer if we cannot delete it for legal, regulatory or technical reasons.

The information we process:

• Resignation
• Manage TUPE & Redundancy Programmes
• Retirement
• Dismissal
• New employer references

Third Parties and International Transfers

UK SBS will share some of your personal data with third parties in order to provide a full ranges of services and benefits such as:

• Pre-employment screening
• Non-paid employee benefits
• Pensions
• Voluntary payroll deductions (such as Give As You Earn)
• Office and facilities management (i.e. car parking and security passes)

As part of the UK SBS programme of audit activity certain elements of your personal data will be shared with internal and external auditors. The purpose of these audits is to ensure UK SBS is processing data with accuracy, effectiveness and efficiency.

In addition; personal data may be shared with Government authorities and/or law enforcement officials for the prevention or detection of crime, if required by law or if required for a legal or contractual claim.

UK SBS does not routinely share or transfer data outside of the European Economic Area, if there is a change to services or a requirement to share your data internationally – we will inform you.

UK SBS is both a Data Controller and a Data Processor. Where the Company is a Data Processor we act on instruction from the client organisation (typically your employer; .ie. BEIS or UKRI)

As a Data Processor, UK SBS processes the following personal data.

Pre-Employment Screening (successful candidates)

Employment Retention Period – Maximum Age 85 yrs

We may keep your data for longer if we cannot delete it for legal, regulatory or technical reasons.

The information we process:

• Contact information
• Diversity data (optional)
• Passport / Right to Work/ Visa
• Employment data (inc. sickness leave and statutory leave)
• Payroll
• Financial references
• Training courses and development programmes
• Immigration services (as required)
• Expense reimbursements

Leaving Employment - Retention Period – Maximum Age 85 years

Other Processing - Where required to support the delivery of services to our client organisations, UK SBS may process additional personal data for purposes including, but not limited to, non-employee expenses claims, and supplier contact information. Our standard retention policy for other personal data sets is 10 years, however we may keep your data longer if we cannot delete it for legal, regulatory or technical reasons

Third Parties and International Transfers

We may keep your data for longer if we cannot delete it for legal, regulatory or technical reasons.

UK SBS will share some of your personal data with third parties in order to provide a full ranges of services and benefits such as:

• Pre-employment screening
• Non-paid employee benefits
• Pensions
• Voluntary payroll deductions (such as Give As You Earn)
• Office and facilities management (i.e car parking and security passes)

As part of the UK SBS programme of audit activity, certain elements of your personal data will be shared with internal and external auditors. The purpose of these audits is to ensure UK SBS is processing data with accuracy, effectiveness and efficiency.

In addition, personal data may be shared with Government authorities and/or law enforcement officials for the prevention or detection of crime, if required by law or if required for a legal or contractual claim.

UK SBS does not routinely share or transfer data outside of the European Economic Area, if there is a change to services or a requirement to share your data internationally – we will inform you.

We do not collect more information than we need to fulfil our stated purpose. The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you do not.

We ask for the following information in relation to job applications

Personal Information – to create your unique candidate record, communicate with you during the recruitment process and to progress your application

• Full name
• Home address
• Email address
• Telephone number

Job related – establish your eligibility for the role and address any security concerns

• CV with skills and experience
• Eligibility to work in the UK
• Previous disciplinary/dismissals
• Criminal Record to establish if you have any unspent criminal convictions
• Membership of any organisation which may conflict with the work of UK SBS and its clients, including any affiliations or associations with extremist groups.

Non-mandatory data

• Date of Birth and Sex – used for statistical reporting which is anonymised
• Religious Beliefs & Ethnic Origin – see
• Health – we ask if you consider yourself to be disabled so that we can make any necessary adjustments for you during the course of the recruitment process.

The information you provide will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements as necessary, such as establishing your right to work in the UK.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area (to ensure data is also governed by common data protection rules). The information you provide will be held securely by us, whether the information is in electronic or physical format for a period of 3 years. We may keep your data for longer if we cannot delete it for legal, regulatory or technical reasons.

UK SBS is the Data Controller for the information you provide during the recruitment process unless otherwise stated. If you have any queries about the process or how we handle your information please contact the Recruitment Team on 01793 867000 or email: jobs@uksbs.co.uk.

Vacancies are advertised on TopCareer.jobs website. When you apply for a vacancy with UK SBS or any of the organisations within UK Research and Innovation (UKRI), you will submit your information to our online application system: iRecruitment.

We will ask you to provide your personal information as previously noted, along with your career history, education, and referees relevant to the role you have applied for, typically in the form of a CV and Covering Letter as attached documents. Our recruitment team will have access to all of this information so they can manage you as a candidate for the vacancy you have applied for.

As part of the application process you will be given the option to provide equal opportunities information, which is classified as special category data. This means we ask you for separate consent to have this information. This information is not mandatory, if you choose not to provide it, it will not affect your application.

Equal Opportunities data will not be available to any employee outside of the recruitment team in any way which can identify you.

Any Equal Opportunities information provided will be anonymised and used to produce and monitor equal opportunities statistics.

Within the Equal Opportunities section, we will ask you to state if you consider yourself to be disabled. UKRI and UK SBS are Disability Confident employers and therefore, if you apply for a role with us, this information will be shared with the recruiting manager(s) for any of their roles in order to assess if you are eligible for an interview under this scheme.

When you create your candidate profile you will be providing your consent for UK SBS to hold all the personal information you have submitted to us. To withdraw your consent and close your candidate account please contact the Recruitment Team. Closing your candidate account will also withdraw any active applications you may have; if you wish any applications to continue please state at the time of your request. We may need to keep elements of your data for longer for legal or regulatory reasons.

Shortlisting for interview is done by the hiring manager(s), based on the information you have provided as part of your application. Hiring manager(s) will not be provided with the equal opportunities information if you have provided it. All decisions regarding shortlisting are kept confidential by the recruitment team and only shared with the hiring manager(s) and, if necessary, confidentially with the HR function for the relevant UKRI organisation.

If you are successful at the shortlisting stage you will be asked to attend an interview or participate in an assessment day, or both. As with shortlisting, any information you provide during this process will be held confidentially by the recruitment team and only shared with the recruiting manager(s) and, if necessary, confidentially with the HR function for the relevant UKRI organisation if the position is based with them.

Final recruitment decisions are made by the hiring manager(s) for the vacancy and processed by the UK SBS Recruitment Team. All decisions are formally recorded and retained to evidence that the recruitment processes has been conducted fairly. This information is stored securely by the UK SBS Recruitment Team and retained for 3 years. We may keep your data for longer if we cannot delete it for legal, regulatory or technical reasons.

Feedback is available if you attended an interview or assessment. We do not provide feedback at application stage. You are able to ask about any decisions made about your application by speaking to your contact within our Recruitment Team or by emailing jobs@uksbs.co.uk.

If you are successful and are provided with an offer of employment we will request further information from you so we can conduct our pre-employment checks. It is a contractual condition of our offer of employment that the requirement of these checks are met.

All successful candidates are required to provide:

• Proof of your identity
• Evidence of your right to work in the UK
• Proof of your qualifications (if relevant)
• Your Bank details, in order for our Payroll Team to pay you your salary
• Emergency contact details, such as your next of kin, in the event of an emergency
• The relevant information required to complete your security screening with Agenda
• The relevant health information to conduct your occupational health assessment

Due to the specialist nature of some of the positions we recruit for, we also support candidates in obtaining sponsorship to work in the UK for some roles, this is carried out in line with legislation set by the UK Border Agency.

If your position is subject to advance security clearances you will be informed as part of the application process.

The information you provide during the application process will be retained by us for 3 years. We may keep your data for longer if we cannot delete it for legal, regulatory or technical reasons. Where the successful candidate requires sponsorship we are required to retain personal information relating to both the successful and unsuccessful candidates from the recruitment campaign until audited or until 1 year after sponsorship ends. This is in accordance with Home Office Tier 2 VISA requirements.

Our Recruitment Team may use recruitment agencies held on our Preferred Suppliers List to attract candidates for a specific position, especially where a unique or rare skill set is required to perform the role.

These agencies will collect your information according to their own Privacy Notices, and will forward this information to us so you can be considered for the vacancy, as outlined in the Recruitment Process section of this statement.

When we make you an offer of employment for UK SBS, UKRI or their Research Councils, you will be expected to complete a health questionnaire as a condition of your contract. This helps us ensure that you are fit to perform the role that you have been offered, and to make us aware of any adjustments to the work environment that will be needed so that you can work effectively.

Different independent Occupational Health providers are used, depending on which organisation you will be employed by. You will be asked to provide health and medical information either using an online system or on a physical paper form. In all instances this personal and sensitive information is treated with strictest confidentiality and is only viewed by the relevant independent Occupational Health Assessor. The information declared on the form will not be disclosed to anyone within UK SBS or UKRI. The independent Health Assessor will provide a summary report regarding your fitness to work, and where necessary detail any adjustments that UK SBS or UKRI, as an employer, need to make.

Your medical information is then retained securely by the Occupational Health Provider.

Security screening is conducted for all candidates who are offered a position with UK SBS, UKRI and their Research Councils. These checks are carried out by a third party, Agenda Screening Services. All job offers are subject to the receipt of satisfactory pre-employment screening. You will be asked to provide personal information to Agenda and asked to upload this via a secure portal directly into their secure systems.

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Your details will be provided to the relevant pension provider in accordance with your contract agreement. You will be auto-enrolled into the pension scheme and we are therefore required to provide the Pensions Provider Administrator with your name, date of birth, National Insurance number and salary. You will have the option to opt out of the pension scheme at any time.

A Data Controller must be a “person” recognised in law, such as an individual or an organisation.

Data controllers will usually be an organisation, where two or more persons act together to decide the purpose and manner of any data processing.

Data controllers remain responsible for ensuring their processing complies with the Act, whether they do it in-house or engage a data processor.

A Data Processor means any “person” recognised in law, such as an individual or an organisation (other than an employee of the data controller) who processes the data on behalf of the data controller. “Processing” means obtaining, recording or holding the information or data for a data controller.

A cookie is a small text file which sits on your device or browser and assists with information flow and functionality. We use Session cookies remember information from one page to another, so you don’t have to keep entering it. We also use Persistent cookies which remember preferences from one visit to the next and adjust content to suit you (personalisation). We do not use third party cookies. Cookies can be sent by different parties. If the cookie comes from our sites it is a first party cookie. If it comes from another site, such as a supplier, it is a third-party cookie.

Special category data is personal information which is classed as more sensitive, and so needs more protection.

• race
• ethnic origin
• politics
• religion
• trade union membership
• genetics
• biometrics (where used for ID purposes)
• health
• sex life
• sexual orientation

For the purposes of this Privacy Statement; Special Category data also includes data relating to criminal convictions.

Binding Corporate Rules are the agreed methods of allowing safe and secure transfer of personal data from the European Economic Area (EEA) to outside this area within a organisation or corporate group of organisations. This includes putting in place adequate safeguards for protecting personal data throughout the nonEU based organisation.