Policy documents

Job applicant privacy

Job Applicant Privacy Notice

As part of any recruitment process, McBride collects and processes personal data relating to both external and internal job applicants. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information do we collect?

During the recruitment process, McBride 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 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 specific country for which you are applying. Please note this list is not exhaustive and is subject to the local legislation requirements.

McBride may collect this information in a variety of ways. For example, data might be contained in CVs or resumes, or obtained from your passport or other identity documents, or collected through interviews or other forms of assessment. With your permission, we may also collect personal data about you from third parties, such as references supplied by current and former employers.

Personal data will be stored in a range of different places, including your application record, in HR management systems and on other IT systems (including email).

Why does McBride process personal data?

McBride has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing personal data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. We may also need to process that data from job applicants to respond to and defend against legal claims.
In some cases, we need to process personal data to ensure that we are complying with specific legal obligations. For example, it is mandatory to check a successful applicant’s eligibility to work in the specific country before employment starts.

McBride may process special categories of data, such as sensitive data, as is legally permitted in each country. We process such information to carry out our legal obligations and exercise specific rights in relation to employment.

Who has access to personal data?

Your information may be shared for the purposes of the recruitment exercise and, if you are successful, for an offer of employment. This may include members of the HR and recruitment team, interviewers involved in the recruitment process, consultants, test houses, managers in the business area with a vacancy and IT staff, if access to the data is necessary for the performance of their roles.

How does McBride protect personal data?

We take 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.

For how long does McBride keep personal data?

If your application for employment is unsuccessful, the organisation will hold your personal data on file as mentioned in annex A and for no longer than twenty-four months from your application.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your Human Resources file (electronic and/or paper based) and retained during your employment, and where necessary in accordance with our Record Retention and Destruction Policy: People Records.

Your rights:

As a data subject, you have a number of rights.

You can:

  • access and obtain a copy of your personal data on request;
  • require the organisation to change incorrect or incomplete personal data;
  • require the organisation to delete or stop processing your personal data, for example where that data is no longer necessary for the purposes of processing.

If you would like to exercise any of these rights, please contact our GDPR Steering Committee by emailing GDPRrequests@mcbride.co.uk

What happens if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to McBride 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.

Annex A

If your application for employment is unsuccessful, the organisation will hold your personal data on file depending on the country were you applied.

Country Retention period
Belgium maximum 2 years
Denmark maximum 6 months
France maximum 2 years
Italy maximum 2 years
Luxembourg maximum 2 years
Poland maximum 12 months
Spain maximum 2 years
UK maximum 2 years

Application Form

Job application form

3.Are you eligible to work in the UK
4. Personal data

☐ I give permission to process my personal data for the purpose of recruitment activities within McBride

☐ I have read and accept McBride Applicant Privacy Notice