Candidate privacy notice January 2023.
As part of our recruitment process Ministry Group will collect and process personal data relating to candidates. We are committed to being transparent about how we collect and use that data and to meeting our obligations in relation to personal data.
This Candidate privacy notice is issued on behalf of Ministry Group, so when we refer to “we”, “us”, “our” or “Ministry Group” in this Candidate privacy notice, we mean the Ministry Group company or companies with which you are or were employed, as identified in your employment contract, and is responsible (as a data controller) for the processing of your personal information.
The Ministry Group comprises: TM Property Holdings Limited and its subsidiaries: Ministry of Sound Properties Limited, TM Central Services Limited, 79 Borough Road Limited, TM Shepherds Bush Limited, Ministry Venues Limited.
What information does Ministry Group collect?
We collect a range of information about candidates who apply for our vacancies. This includes:
- your name, address and contact details, including email address and telephone number.
- details of your qualifications, skills, experience, and employment history and any other information you have provided in your curriculum vitae, covering letter or application.
- information about your current level of remuneration, including benefit entitlements.
- information that you provide to us during an interview.
- whether or not you have a disability for which we need to make reasonable adjustments during the recruitment process.
- information about your entitlement to work in the UK; and
- equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health, and religion or belief.
Ministry Group collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from job boards, your passport or other identity documents, or collected through interviews or other forms of assessment including psychometric tests. Recruitment agencies also regularly provide personal data, primarily in the form of candidate CVs.
Ministry Group will also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. We 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 stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).
How will Ministry Group use information about you?
We will use the personal information we collect about you to:
- Assess your skills, qualifications, and suitability for the work or role.
- Carry out background and reference checks, where applicable.
- Communicate with you about the recruitment process.
- Keep records related to our hiring processes.
- Comply with legal or regulatory requirements.
It is in our legitimate interests to decide whether to appoint you to a role since it would be beneficial to our business to appoint someone to that vacancy.
We also need to process your personal information to decide whether to enter into a contract of employment with you.
Why does Ministry Group process personal data?
We need to process data to take steps at your request prior to entering into a contract with you. We also need to process your data to enter into a contract with you.
In some cases, Ministry Group needs to process data to ensure that it is complying with its legal and regulatory obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts, and for some employees it is required to check eligibility and qualification criteria with the Local and UK government (GOV).
Ministry Group has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from candidates 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 data from job applicants to respond to and defend against legal claims.
We process health information if we need to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out our obligations and exercise specific rights in relation to employment.
Where Ministry Group processes special categories of data, such as information about ethnic origin, sexual orientation, health, religion or belief, age, gender or marital status, this is done for the purposes of equal opportunities monitoring with the explicit consent of job applicants, which can be withdrawn at any time.
For some roles, we are obliged to seek information about criminal convictions/offences, and also about financial probity. Where we seek this information, we do so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment.
We will not use your data for any purpose other than recruitment. If your application is unsuccessful, we may keep your personal data on file in case there are future employment opportunities for which you may be suited. You are free to withdraw your consent to this retention of data at any time.
Who has access to data?
Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR team, hiring leads, department heads, interviewers involved in the recruitment process, other recruitment decision-makers and IT staff if access to the data is necessary for the performance of their roles. Your information may also be processed by third parties acting on our behalf (such as our group companies, HR services providers or IT services providers (such as application trackers).
Ministry Group will not otherwise share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. We will then share your data with a candidate’s former employers to obtain references, employment background check providers and (where required) regulatory bodies to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.
How does Ministry Group protect data?
Ministry Group takes the security of your data seriously. It has 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.
Where Ministry Group engages with 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 organisations measures to ensure the security of data.
For how long does Ministry Group keep data?
If your application for employment is unsuccessful, we may hold your data on file beyond the end of the relevant recruitment process for a reasonable period of time. If you withdraw your consent to retain the information during that period, your data is deleted or destroyed.
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.
As a data subject, you have several rights. You can:
- access and obtain a copy of your data on request.
- require us to change incorrect or incomplete data.
- require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing.
- object to the processing of your data where we are relying on its legitimate interests as the legal ground for processing; and
- ask us to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override our legitimate grounds for processing data.
If you would like to exercise any of these rights, please contact our HR department.
If you believe that Ministry Group has not complied with your data protection rights, you can complain to the Information Commissioner (ICO) on 0303 123 1113 or through their website: www.ico.org.uk.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to us 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.
You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.
HOW TO CONTACT US IN RELATION TO THIS PRIVACY NOTICE
If you have any questions about this Privacy Notice please contact the Data Privacy Manager or HR Team:
email@example.com – Data Privacy Manager
29 June 2023