{"id":184170,"date":"2023-11-23T04:03:32","date_gmt":"2023-11-23T04:03:32","guid":{"rendered":"https:\/\/legalvision.co.uk\/?p=184170"},"modified":"2023-11-24T04:31:01","modified_gmt":"2023-11-24T04:31:01","slug":"candidate-privacy-notice","status":"publish","type":"post","link":"https:\/\/legalvision.co.uk\/data-privacy-it\/candidate-privacy-notice\/","title":{"rendered":"What is a Candidate Privacy Notice?"},"content":{"rendered":"\n<p>When you are recruiting staff, you will be collecting various personal data from job applicants and candidates. However, there are strict rules to follow when doing so. The General Data Protection Regulation (GDPR) compels businesses to be transparent about how they use personal data. The most common way to address this requirement is to issue candidates with a \u2018Candidate Privacy Notice\u2019. This article will explain what a Candidate Privacy Notice is and the key information it should cover.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Processing Candidate Personal Data<\/h2>\n\n\n\n<p>When processing personal data about candidates, you need to be fully transparent about it. This means informing them about how you will use their personal data. \u2018Transparency\u2019 is one of the key principles under the GDPR. The most common and best way to provide this information is by giving all job applicants a Candidate Privacy Notice telling them how you will use their personal data.<\/p>\n\n\n\n<p>You will likely collect a lot of personal data from candidates during the application process. For example, data on application forms and CVs include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>name and contact details;<\/li>\n\n\n\n<li>employment history and qualifications; and<\/li>\n\n\n\n<li>information they provide through the interview process or application-related tests.<\/li>\n<\/ul>\n\n\n\n<div  class=\"box box--icon box--star\">\n    <p>Unfortunately, many businesses are unaware of the requirement to give candidates privacy information. However, these rules apply even if the employer does not proceed with the candidate\u2019s application.<\/p>\n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\">What Should a Candidate Privacy Notice Include?<\/h2>\n\n\n\n<p>A Candidate Privacy Notice should tell job candidates (prospective employees, contractors and volunteers alike) how and why the hiring employer or organisation will use their personal data.<\/p>\n\n\n\n<p><a href=\"https:\/\/legalvision.co.uk\/data-privacy-it\/how-does-gdpr-affect-my-business\/\">The GDPR<\/a> is very strict on these requirements. Accordingly, you must tailor the information you provide to your business and how you use personal data. Candidate Privacy Notices should be tailored and bespoke to define the personal data you collect from candidates and why.<\/p>\n\n\n\n<p>In practice, Candidate Privacy Notices can be shorter form than more lengthy notices aimed at customers and your current staff. This is because a business typically collects less data from candidates.<\/p>\n\n\n    <div class=\"my-7 lg:my-10 border-y-2 border-gray-100 py-7 lg:py-10 flex flex-col sm:flex-row items-start gap-10\">\n                    <img decoding=\"async\" class=\"w-52 mx-auto my-0! rounded\" src=\"https:\/\/img.legalvision.com.au\/wp-content\/uploads\/sites\/4\/2023\/05\/19032740\/Screen-Shot-2023-05-19-at-12.27.26-pm-1.png\" alt=\"Front page of publication\"\n                 loading=\"lazy\" width=\"208\" height=\"298\">\n                <section>\n            <div class=\"text-2xl font-bold\">Privacy Notice<\/div>\n            <div class=\"body-text\">\n                <p>This Website Privacy Notice states how a business will deal with the personal information of its users.<\/p>\n            <\/div>\n            \n\n<a href=\"https:\/\/legalvision.co.uk\/documents\/website-privacy-notice\/\" class=\" block px-5 py-3.5 max-w-fit bg-orange button__hover transition rounded text-white font-bold text-lg no-underline uppercase leading-tight text-center\" target=\"\" rel=\"\">Download Now<\/a>        <\/section>\n    <\/div>\n\n\n\n\n\n<a href=\"#content-next\"\n   class=\"block p-4 mt-10 text-xl font-bold text-center text-white no-underline bg-gray-800 rounded-t-xl\">\n    Continue reading this article below the form\n    <i class=\"text-xl fa-regular fa-arrow-down\"><\/i>\n<\/a>\n<div class=\"px-6 pt-10 pb-12 mb-10 text-center bg-gray-100 rounded-b-xl sm:px-12 test\">\n    <div class=\"mb-8 text-2xl font-bold text-orange\">\n        Need legal advice?\n        <br>\n        <span class=\"text-lg not-prose\">\n                            Call <a href=\"tel:+448081968584\" class=\"not-prose\">0808 196 8584<\/a> for urgent assistance.\n                <br>\n                Otherwise, complete this form, and we will contact you within one business day.\n                    <\/span>\n    <\/div>\n\n    \n\n<div class=\"not-prose flex justify-center text-left gform_input_bg_white    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gfield_visibility_visible\"  ><label class='gfield_label gform-field-label' for='input_2453_14'>Number of Employees in Your Business<span class=\"gfield_required\"><span class=\"gfield_required gfield_required_text\">(Required)<\/span><\/span><\/label><div class='ginput_container ginput_container_select'><select name='input_14' id='input_2453_14' class='large gfield_select'    aria-required=\"true\" aria-invalid=\"false\" ><option value='' selected='selected'>Select ...<\/option><option value='0' >0<\/option><option value='1' >1-5<\/option><option value='6' >6-20<\/option><option value='21' >21-50<\/option><option value='51' >51-250<\/option><option value='250' >250+<\/option><\/select><\/div><\/div><div id=\"field_2453_4\" class=\"gfield gfield--type-textarea gfield--input-type-textarea gfield_contains_required field_sublabel_below gfield--no-description field_description_below field_validation_below gfield_visibility_visible\"  ><label class='gfield_label gform-field-label' 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Additionally, it should specify that it is a \u2018data controller\u2019 responsible for deciding what to do with the candidate\u2019s personal data.&nbsp;<\/p>\n\n\n\n<p>You should also inform the candidate about the types of personal data you will collect from them. In addition, you must specify how and why you will use this information. Businesses must have a valid legal reason to process a candidate\u2019s personal data. Under UK data protection law, there are several legal bases for processing personal data. For example, a valid reason may be:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>to comply with a legal obligation;<\/li>\n\n\n\n<li>to perform a contract; or<\/li>\n\n\n\n<li>having consent from the relevant parties.&nbsp;<\/li>\n<\/ul>\n\n\n\n<p>You need to justify why the business will use the candidate data.<\/p>\n\n\n\n<div  class=\"box box--icon box--info\">\n    <p>Furthermore, your privacy notice must\u00a0specify whether you will share candidate data with third parties, for example, group companies. Likewise, you must also disclose whether you will share or send candidate data outside of the UK. If so, complex international data protection law rules apply, and you must provide detailed information on this.<\/p>\n<\/div>\n\n\n\n<p>The privacy notice must also detail the following:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>the candidate\u2019s rights under the GDPR, such as the right to make a subject access request;<\/li>\n\n\n\n<li>how long you will keep data and when you will delete it;<\/li>\n\n\n\n<li>any data security measures to safeguard candidates&#8217; personal data;<\/li>\n\n\n\n<li>whether you collect information about criminal convictions and \u2018special category\u2019 or sensitive data;<\/li>\n\n\n\n<li>automated decision-making, if relevant; and<\/li>\n\n\n\n<li>how your business collects the candidate\u2019s personal data, such as from a third party or the candidate directly.<\/li>\n<\/ul>\n\n\n\n<p>Although this may sound quite onerous, this document is essential for UK GDPR compliance. It will also give candidates a good impression if you are transparent about using their data. This will show your business has strong data protection practices.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-provider-youtube wp-block-embed-youtube\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"[UK] GDPR: Ensuring Your Business is Compliant | LegalVision\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/98d-R2VQoAk?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Key Takeaways<\/h2>\n\n\n\n<p>A Candidate Privacy Notice is an essential document for GDPR compliance. The notice must be carefully drafted and tailored to your organisation and how it uses candidate data. It must include sufficient information for candidates to understand how your business uses their personal data.<\/p>\n\n\n\n<p>If you need help creating or updating a Candidate Privacy Notice, our experienced <a href=\"https:\/\/legalvision.co.uk\/it-lawyers-lp\/\">Data, Privacy and IT lawyers<\/a> can assist as part of our LegalVision membership. For a low monthly fee, you will have unlimited access to lawyers to answer your questions and draft and review your documents. Call us today on <a href=\"tel:+448081968584\" class=\"AVANSERnumber dynamic-number\">0808 196 8584<\/a> or visit our <a href=\"https:\/\/legalvision.co.uk\/membership\/\">membership page<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>When you are recruiting staff, you will be collecting various personal data from job applicants and candidates. However, there are strict rules to follow when doing so. The General Data Protection Regulation (GDPR) compels businesses to be transparent about how they use personal data. The most common way to address this requirement is to issue<a href=\"https:\/\/legalvision.co.uk\/data-privacy-it\/candidate-privacy-notice\/\">Continue reading <span class=\"sr-only\">&#8220;What is a Candidate Privacy Notice?&#8221;<\/span><\/a><\/p>\n","protected":false},"author":13436,"featured_media":183594,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"172600,174112,2138,173011,172122,177115","_relevanssi_noindex_reason":"","editor_notices":[],"footnotes":""},"categories":[27],"tags":[20,21,366,382,1287],"class_list":["post-184170","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-data-privacy-it","tag-small-business","tag-medium-business","tag-data-privacy","tag-privacy","tag-staff-monitoring"],"acf":[],"yoast_head":"<!-- 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