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Job Applicant Data Protection Notice
Data Protection Notice – Job Applicants
1. Introduction
This Data Protection Notice explains how we collect and use personal information during our recruitment and selection process. It applies to individuals who apply to work for a company within Rehab Group in Ireland, whether directly or via a recruitment agency.
When we say ‘personal information’ in this Notice, we mean any information relating to you as an identified or identifiable person.
When we say ‘process’ or ‘processing’ in this Notice, we mean any operation which is performed on your personal information. This includes collection, storage, use and disclosure of your personal information, and can involve electronic or manual operations.
This Notice does not form part of any contract of employment or other contract to provide services.
2. About us
In Ireland, Rehab Group is comprised of a number of companies including:
- The Rehab Group, a company limited by guarantee registered in Ireland (CRO 14800)
- Rehab Enterprises Limited, a limited company registered in Ireland (CRO 216680)
- Newgrove Housing Association, a company limited by guarantee registered in Ireland (CRO 308429)
Unless we inform you otherwise, The Rehab Group is the data controller responsible for the processing of your personal information in connection with the job application, recruitment and selection process.
Our contact details are:
Head Office: Rehab Group, 10D Beckett Way, Park West Business Park, Dublin 12
Telephone: 01 205 7200Email: info@rehab.ie
3. What personal information we collect
We may collect and process the following types of personal information:
· Identity and contact information, such as your name, address, date of birth, nationality, gender, identification documents, passport, telephone number, email address, proof of address.
· Recruitment information, such as educational history, qualifications, certificates, skills, employment history, information included in your CV, cover letter or application, salary information, immigration status, right to work documents, personal interests and experiences, information about work or professional life, interview notes and scores, references, referee details.
· Health and disability information, where necessary to consider and provide adjustments or reasonable accommodations during the application, recruitment and interview process.
· Criminal offence information, including relating to criminal convictions and offences, or allegations of offences, where necessary in connection with Garda or other police vetting procedures.
· Image and audio information, including images, photographs, audio and video recordings.
· Technical information, including online identifiers, cookie identifiers, login data, browser and device information, location data, information about use of our websites, apps, online recruitment portals and platforms.
· Other personal information or special category (sensitive) information that you may voluntarily provide during the application and recruitment process, including in your online application, during screening calls, or in interviews.
4. How we obtain your personal information
As well as directly from you, we may collect or receive your personal information from the following sources:
· Recruitment agencies and consultants
· Former employers and nominated referees
· Garda National Vetting Bureau or other police authorities
· When you give another person or organisation consent to share it with us
· When your image, photograph or voice is captured or recorded
· When you use and interact with our websites, social media, and online recruitment platforms
· Publicly available sources, such as public registers, websites or social media
5. If you do not provide personal information
If you do not provide certain information when requested, which is necessary for us to consider your application, we may not be able to process your application further or consider you for the role applied for. If this is the case, we will inform you at the appropriate time.
6. Why we process your personal information
We may collect and process your personal information for the following purposes:
· To manage and administer the application, interview and recruitment process
· To assess your skills, qualifications, experience and suitability for the role you have applied for
· To communicate with you about the application, interview and recruitment process
· To consider whether we need to provide adjustments or reasonable accommodations during the application, recruitment and interview process
· To carry out reference checks
· To make decisions about job offers and recruitment
· To keep records related to our recruitment and hiring processes
· To make applications to and receive disclosures from the Garda National Vetting Bureau or other relevant police authority and to manage vetting processes
· To comply with legal or regulatory requirements
· To establish, exercise or defend legal claims or legal rights
· To deal with and respond to data access requests
· Statistical purposes
7. Legal basis for processing your personal information
To process your personal information lawfully, we rely on one or more of the following legal bases:
· Legitimate interests: the processing is necessary for the purposes of our legitimate interests (or those of a third party), and your interests and rights do not override those interests.
· Legal obligation: the processing is necessary for compliance with a legal obligation to which we are subject.
· Contract: the processing is necessary in order to take steps at your request prior to entering into a contract with you or to perform a contract with you.
· Consent: where you have given consent to the processing for one or more specific purposes.
8. Legitimate Interests
Where we process your personal information on the basis of legitimate interests, such interests may include:
· Managing the application, interview and recruitment process efficiently and effectively
· Assessing the suitability of applicants and ensuring we can make appropriate recruitment decisions
· Ensuring compliance with internal policies, regulations, and legal obligations
· Protecting the safety and security of our staff, service users, visitors and property
· Establishing, exercising or defending legal claims or legal rights
· Sharing personal information within Rehab Group for administrative and operational purposes
· Evaluating, assessing and improving our recruitment and selection processes
· Compiling and analysis of statistics
9. Special category (sensitive) information
Special category information includes information about health, race, ethnic origin, religious beliefs, or sexual orientation. We will only process special category information about you if one of the following additional conditions applies:
· Employment law: the processing is necessary for the purposes of exercising or performing any right or obligation which is conferred or imposed by law on us or you in connection with employment law.
· Working capacity assessment: the processing is necessary for the assessment of your working capacity.
· Manifestly made public: the processing relates to personal information which has been manifestly made public by you.
· Legal advice or proceedings: the processing is necessary for the purposes of legal advice, legal claims, legal proceedings, or establishing, exercising or defending legal rights.
· Statistics: the processing is necessary and proportionate for statistical purposes.
· Explicit consent: where you have given explicit consent to the processing for one or more specific purposes
10. Criminal offence information
In certain circumstances, we may process criminal offence information where the processing is carried out under the control of official authority or the processing is authorised by law. In particular, we may process such information when carrying out Garda or other police vetting and managing vetting processes.
11. Disclosure of your personal information
In certain circumstances, we may share your personal information with the following categories of recipients for the purposes set out in section 6 above:
· Recruitment agencies or consultants
· Your nominated referees
· External interview panellists
· Third party service providers that provide services for us or on our behalf, including our IT service providers and online recruitment platforms
· An Garda Síochána or other relevant police authority
· Regulators and official authorities
· Our professional advisers, including our legal advisors, auditors, accountants, and insurers
· Other companies within Rehab Group
In addition, we may need to disclose your personal information to third parties when we are required to do so by law.
12. CCTV
We operate CCTV systems at some of our premises for the purposes of security, safety, investigation, detection and prevention of crime, health and safety, investigation of accidents and incidents, and defending claims and legal proceedings. Cameras may be located inside and outside our premises, including at access points, reception areas, shared areas, external perimeters and car parks. In carrying out this processing, we may rely on the legal basis of legitimate interests or compliance with legal obligations. CCTV images will be retained for only a limited period of time, unless there is a reason to keep images for longer in a specific case. If you would like more information about our use of CCTV, please contact us at dataprotection@rehab.ie.
13. Retention of your personal information
We keep your personal information for as long as is necessary for the purposes for which it is processed, including for the purposes of satisfying any legal or regulatory requirements and the exercise or defence of any legal claims. If you would like more information about our retention periods, please contact us at dataprotection@rehab.ie.
If your application is successful and you accept a job offer from us, personal information collected during the recruitment process will form part of your personnel file and will be processed in line with our Employee Data Protection Notice.
14. International transfers
In general, we do not transfer your personal information outside of the European Economic Area (EEA). Where we may use service providers that store or process personal information outside of the EEA, we will ensure that appropriate safeguards are in place.
15. Your rights
You have the following rights under data protection law in relation to your personal information:
· The right to request access to your personal information (commonly known as a ‘data subject access request’). This enables you to receive a copy of personal information we hold about you subject to certain restrictions.
· The right to request correction of the personal information that we hold about you.
· The right to request erasure of your personal information in certain circumstances. We may not always be able to comply with your request for specific legal reasons which will be notified to you, if applicable, at the time of your request.
· The right to object, on grounds relating to your particular situation, to processing of your personal information which is based on legitimate interests. We may continue processing your personal information if we can show compelling legitimate grounds for the processing which override your interests and rights or the processing is for the establishment, exercise or defence of legal claims.
· The right to request restriction of processing of your personal information in certain circumstances.
· The right to request the transfer of your personal information to you or to a third party in certain circumstances.
· The right to withdraw your consent at any time where we are relying on consent to process your personal information. This will not affect the lawfulness of processing based on consent before its withdrawal.
You also have the right to make a complaint at any time to the Data Protection Commission, the Irish supervisory authority for data protection matters. Please see www.dataprotection.ie for further information.
16. Data Protection Officer
If you have any questions about this Data Protection Notice or if you wish to exercise any of your rights, you can contact our Data Protection Officer as follows:
By email: dataprotection@rehab.ie
By post: Data Protection Officer, Rehab Group, 10D Beckett Way, Park West Business Park, Dublin 12