DATA PROTECTION NOTICE – Recruitment

  1. PERSONAL DATA COLLECTED AND OBTAINED

This Data Protection Notice (“Notice“) sets out the basis on which Co. Wexford Community Workshop (Enniscorthy) CLG and Kilcannon Industries CLG (“CWCWE“, “Kilcannon Industries”, “we”, “our” or “us”) of Bellefield, Enniscorthy, Co. Wexford will use the Personal Data you will provide when you apply for a position within Co. Wexford Community Workshop (Enniscorthy) CLG and Kilcannon Industries CLG in this Confidential Recruitment Application Form (the “Form“). This Notice details how Co. Wexford Community Workshop (Enniscorthy) CLG and Kilcannon Industries CLG will process your personal information (“Personal Data“) for the purpose of assessing and determining your eligibility for employment.

The Personal Data provided by you will be held by CWCWE and Kilcannon Industries as a data controller.

CWCWE / Kilcannon Industries will process the Personal Data that you provide in this form and that we obtain throughout the recruitment process (e.g. your name, contact details, existing/previous employment details, skills, qualifications etc.). If you are offered a position within CWCWE or Kilcannon Industries, and you accept that position, your Personal Data will be processed in accordance with the CWCWE and Kilcannon Industries employee data protection notice (which will be made available to you when you commence employment).

It is necessary for us to process your Personal Data in order to assess your application. Ultimately, it may also be necessary for us to process your Personal Data in order to take steps to offer and enter into a contract of employment with you. In the event that you do not wish to provide us with your Personal Data for the purposes outlined in this Notice, we will not be able to assess your application and/or enter into a contract of employment.

IMPORTANT: where you provide Personal Data about other individuals (e.g. your references), you agree that you are responsible for ensuring that such individuals know their Personal Data will be used by CWCWE and Kilcannon Industries in accordance with this Notice.

  1. HOW AND WHY WE PROCESS YOUR PERSONAL DATA

This section details how (“legal basis“) and why (“purposes“) we process your Personal Data:

Legal basis: it is necessary to process your Personal Data based on our legitimate interests to facilitate the recruitment process. Should you be successful in the recruitment process, it will form the basis of your contract as an employee of CWCWE and Kilcannon Industries

  • to determine whether you meet the minimum entry requirements for the post applied for
  • to approve or decline your application and to communicate such decision to you
  • to oversee your application and to ensure the smooth running of the recruitment process including screening, interview, presentation, medical and references
  • to co-ordinate, take action (as necessary) and organise your employment
  • to respond to you when we receive any correspondence from you

IMPORTANT: When we process your Personal Data based on our legitimate interests, we make sure to consider and balance any potential impact on you and your data protection rights. We will not use your Personal Data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted by law). You have a right to object at any time to the processing of your Personal Data where we process your Personal Data on the legal basis of pursuing our legitimate interests.

Legal basis: it is also necessary to process your Personal Data for CWCWE and Kilcannon Industries to comply with legal obligations to which we are subject including for the following purposes:

  • to ensure you meet the minimum entry requirements for the post as advertised
  • to comply with Member State and European Union employment, equality and health and safety law.

Legal basis: It is necessary to process your Personal Data in order for us to determine your working capacity.

  • To assess if you are fit to work or not fit to work (e.g. where you have suffered from an illness)
  • To assist you obtain adequate support after/during you have suffered from a health condition which affects your work capacity.

  1. DISCLOSURE OF YOUR PERSONAL DATA

We may disclose some or all of your Personal Data to the following parties: CWCWE and Kilcannon Industries business units, CWCWE and Kilcannon Industries agents or service providers including medical providers and nominated referees.

We may also disclose your Personal Data to third parties: (a) if we are under a duty to disclose or share your Personal Data in order to comply with any legal or regulatory obligation or request or to perform a public function.

Recipients

The following shall receive your information for reasons outlined below:

Recipient Reason
HR (internal) Storing application, acknowledging responses  and corresponding with applicants
HR (external Service provider) If outsourced support is sought, our outsourced HR provider may receive applications to assist with elements of administration, or to manage the entire recruitment process
Interview Panel The Interview Panel will receive your applications to conduct shortlisting and assessing applicants
Referees Applicants are asked to provide references who can be contacted to validate work records and/or comment on suitability of the applicant for the position applied for. These shall be contacted and the applicants name will need to be provided to receive the reference.
Company Doctor We will use your personal details to refer you to the company doctor if considered for appointment
Garda Vetting We will use your personal details to make a Garda Vetting Application on your behalf, if considered for appointment

 

  1. HOW LONG WE KEEP YOUR PERSONAL DATA FOR

Where you are successful in the recruitment process, the Personal Data generated by us and provided by you over the course of the job application/recruitment process will be retained by us for the purpose of your contract of employment. Such Personal Data will be retained in accordance with our Employee Data Protection Notice and Retention Policy (which will be available to you when you commence employment with CWCWE and Kilcannon Industries).

Where you are unsuccessful in the recruitment process, we will retain your Personal Data for a period of up to 18 months after you attend an interview or submit your Form for the purposes of defending potential employment equality claims which you may bring against us.

 

Please note that in certain circumstances, we may hold your data for a longer period, for example, if we are processing an ongoing claim or believe in good faith that applicable European Union or Member State law or a relevant regulator may reasonably in our view expect or require us to preserve your Personal Data.

  1. YOUR RIGHTS

This subsection sets out the rights which you have to address any concerns or queries with us about our processing of your Personal Data:

 

Right Further Information
Right to be Informed ·     You have the right to know whether your Personal Data is being processed by us, how we use your Personal Data and your rights in relation to your Personal Data.  We comply with this by way of this Notice.
Right of Access ·     You have the right to request a copy of the Personal Data held by us about you.
Right to Rectification ·     You have the right to request that we amend any inaccurate Personal Data that we have about you.
Right to Erasure ·     You have the right to ask us to erase your Personal Data where:

(1)  it is no longer necessary to perform your contract with us;

(2)  you object to the processing and we have no overriding legitimate grounds;

(3)  your Personal Data has been unlawfully processed; or

(4)  it must be erased to comply with a legal obligation.
Right to Restriction of Processing ·     You have the right to ask us to restrict processing your Personal Data in the following situations:

(1)  where you contest the accuracy of your Personal Data;

(2)  where the processing is unlawful and you do not want us to delete your Personal Data; or

(3)  where we no longer need your Personal Data for the purposes of processing but you require the data in relation to a legal claim.

·     When you exercise this right we may only store your Personal Data.

·     We may not further process the data unless you consent or the processing is necessary in relation to a legal claim or to protect the rights of another person or legal person or for reasons of important public interest.

·     We will inform you before the processing restriction is lifted.
Right to Data Portability ·     You may request us to provide you with your Personal Data which you have given us, in a structured, commonly used and machine-readable format and you may request us to transmit your Personal Data directly to another controller, where this is technically feasible. This right only arises where:

(1)  we process your Personal Data on the legal basis that it is necessary to perform our contract with you; and

(2)  the processing is carried out by automated means.

 

You can exercise any of these rights by submitting a request to the Data Protection Officer, CWCW (E) CLG and Kilcannon Industries CLG, Bellefield, Enniscorthy, Co. Wexford.

We will provide you with information on any action taken upon your request in relation to any of these rights without undue delay and at the latest within one month of receiving your request. We may extend this by up to 2 months if necessary, however we will inform you if this arises.

You have the right to lodge a complaint with the Office of the Data Protection Commissioner with regards to us processing your Personal Data.

  1. CHANGES TO THIS NOTICE

We may amend this Notice from time to time, in whole or part, at our sole discretion. Any changes to this Notice will be effective immediately upon sending the revised Notice to you by e-mail or by post.

If at any time we decide to use your Personal Data in a manner significantly different from that stated in this Notice, or otherwise disclosed to you at the time it was collected, we will notify you by e-mail or by post, and you will have a choice as to whether or not we use your information in the new manner.

  1. CONTACT US

If you have questions or concerns about this Notice, or if you wish to exercise any of your rights as a data subject, please contact the Data Protection Officer at CWCW (E) & Kilcannon Industries Data Protection Officer, Bellefield, Enniscorthy, Co. Wexford.