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Applicant Privacy Policy

Data controller:  Axis Productions Ltd, Suite 7/1 Skypark 1, 8 Elliot Pl, Glasgow, G3 8EP

Responsible Person: Jill Wallace, Head of HR & Facilities, is responsible for data protection compliance within the organisation.

As part of any recruitment process, the organisation collects and processes personal data relating to 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 does the organisation collect?

The organisation collects a range of information about you. This includes:

  • your name, address and contact details, including email address, telephone number and skype ID;
  • details of your portfolio or showreel, 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;
  • information about your entitlement to work in the UK;

The organisation may collect this information in a variety of ways. For example, data might be collected through application forms, CVs, resumes, online portfolios or sites like linkedin; obtained from your passport or other identity documents such as your driving licence, or collected through interviews or other forms of assessment, including online tests.

The organisation may also collect personal data about you from third parties, such as recruitment agencies, references supplied by former employers, information from employment background check providers and information from criminal records checks permitted by law, if deemed necessary. The organisation will seek information from third parties only once a job offer to you has been made.

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

Why does the organisation process personal data?

The organisation needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you.

In some cases, the organisation needs 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.

The organisation 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 the organisation to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. The organisation may also need to process data from job applicants to respond to and defend against legal claims.

The organisation may 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.

For some roles, the organisation is obliged to seek information about criminal convictions and offences. Where the organisation seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.

If your application is unsuccessful, the organisation may keep your personal data on file in case there are future opportunities for which you may be suited. You are free to withdraw your consent at any time.

Who has access to data?

Your information may be shared internally, including with members of HR and Recruitment, Tech Support, Heads of Departments, members of the Management team and general project teams, if access to the data is necessary for performance of their roles.

The organisation will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The organisation will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks, the Disclosure Scotland Service to obtain necessary criminal records checks if required and immigration consultants if required.

The organisation use recruitment and HR software to store, process and manage candidate’s data.

Through the use of Google services, data may be transferred and stored in Data Centres outside the EEA. Google are subject to Data Protection legislation and will comply with all of the requirements this involves.

How does the organisation protect data?

The organisation takes the security of your data seriously. It has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees/freelancers in the proper performance of their duties. We have managed network share points, for example, to ensure HR and finance related data has restricted access, project data which contains elements of personal data also has restricted access. Our HR system has controlled access levels to ensure information is only visible to appropriate individuals and is limited on a need to know basis.

Where the organisation engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

For how long does the organisation keep data?

If your application for work is unsuccessful, the organisation will hold your data on file for 3 years after the end of the relevant recruitment process, for consideration for future work opportunities. We may contact you during this 3 year period to discuss new opportunities we believe you are suitable for.  In this circumstance, the 3 year retention period will start over. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed.

If your application for employment/work 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.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on 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 as the legal ground for processing.

If you would like to exercise any of these rights, please contact dataprotection@axisanimation.com

If you believe that the organisation 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 the organisation during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all.

Automated decision-making

Recruitment processes are not based solely on automated decision-making.

Policy change

This policy was last updated on 29th June 2018

Please note, that whilst this notice makes reference to employees and employment and such like, whilst the general principles still apply to freelancers this does not infer any change to employment status.