Privacy Policy

Candidate privacy policy

As part of Igne’s recruitment process, we 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 data protection obligations.

What information do we collect from you?

  • 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 benefits;
  • whether or not you have a disability so we assist with making any 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.

We collect this information in a variety of ways. For example, data might be contained in application forms and CVs, obtained from 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.

We 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 has been made to you and will inform you in advance.

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

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.

We need to process data to take steps at your request prior to entering into a contract with you.  In some cases, we will need to process data to ensure we are complying with our legal and regulatory obligations. For example, checking a successful applicant's eligibility to work in the UK before employment starts.

Igne 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. Igne may also need to process data from job applicants to respond to and defend against legal claims.

Igne processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.

Where we process 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 it 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.

Igne will not use your data for any purpose other than recruitment. If your application is unsuccessful, it may keep your personal data on file for up to 12 months 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.  At the end of the 12 month period, or if you withdraw your consent to retain the information during that period, your data is deleted or destroyed.

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, interviewers involved in the recruitment process, other recruitment decision-makers in the Group and IT staff if access to the data is necessary for the performance of their roles.

Igne will not 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 former employers to obtain references for you, 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 (if applicable).

Igne will not transfer your data outside the European Economic Area.

Igne 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.

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 a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require Igne to change incorrect or incomplete data;
  • require Igne 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 Igne is relying on its legitimate interests as the legal ground for processing; and
  • ask Igne to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the companies legitimate grounds for processing data.

If you would like to exercise any of these rights, please contact our Data Protection Officer on 0371 789 1000.

If you believe that Igne 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 Igne 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.