Job applicants, current and former employees
IT Fleet Automotive is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information, please contact us at email@example.com
What will we do with the information you provide to us?
All of the information you provide during the recruitment process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes.
Your information will be held at all times within the European Economic Area.
The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format. Only IT Fleet Automotive employees directly involved in recruitment processes will have access to your information.
The contact details you provide will be used to contact you during the recruitment process. Other information provided will be used to assist us in assessing your suitability for the role you have applied for.
What information do we collect from you, and why?
We do not collect more information than we need to support the recruitment process and will not retain it for longer than is necessary.
The information we request will be used to assess your suitability for employment. You don’t have to provide what we request from you, but it might affect your application if you don’t.
Job application stage
We ask you for your personal details according to the role applied for, including: name, contact details, DVLA licence check, National Insurance number, criminal records declaration, medical information. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all this information.
You may also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.
Our recruitment team and hiring managers will shortlist applications for interview.
To assist in our assessment of your suitability for a role we may ask you to participate in some or all of the following:
- Telephone or on-site interview
- Complete tests to evaluate your numeracy, literacy or other skills directly related to the role
During this stage, information will be generated by IT Fleet Automotive and you. This information will be held by IT Fleet Automotive to support the assessment and selection process. As an example, interview notes and the written / online tests will be recorded.
If you are unsuccessful following assessment for the position you have applied for, we may ask you if we can hold your information for up to 12 months. If you agree, we would use this information to contact you should any further suitable vacancies arise.
Conditional offer stage
If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.
At this stage we require:
- Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
- Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
- You will be asked to complete an online driving licence check via a third-party bureau to determine the vehicles you can drive, penalty points and disqualifications.
- You may be asked to complete a criminal records declaration to declare any unspent convictions.
- We will contact your referees, using the details you provide in your application, directly to obtain references.
If we make a final offer, we will also ask you for the following:
- Bank details – to process your salary payments
- Emergency contact details – so we know who to contact in case you have an emergency at work
- A signed copy of the contract of employment
- Medical declaration – in order to be aware of your fitness to work
- A P45 and or a P46 equivalent
How long is the information retained for?
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.
If you are unsuccessful at any stage of the process, the information you have provided and information we have generated such as interview notes until that point will be retained for 6 months following the end of the recruitment round.
If provided equal opportunities information is retained for 6 months following the closure of that recruitment process whether you are successful or not.
How we make recruitment decisions?
Final recruitment decisions are made by hiring managers and members of our recruitment team. All of the information gathered during the application process is taken into account.
You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing firstname.lastname@example.org