Job applicants and employees, privacy notice

In this policy, “POWERED NOW” is Powered Now Ltd.

This privacy notice applies to Job applicants, current and former POWERED NOW employees.

POWERED NOW is the data controller for the information you provide during the job application process and during any subsequent employment unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at support@powerednow.co.uk. 

What will we do with the information you provide to us?

All of the information you provide during the 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 or store any of your information outside of the European Economic Area. We may share information with consultants that are helping us with the process and acting as our sub-processors. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for. 

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t. 

Application stage

If you use any online application system, this will be collected by a data processor on our behalf (please see below).

We ask you for your personal details including name and contact details. 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 of this information.

We may also ask you 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.

Shortlisting

Our hiring managers will shortlist applications for interview using the information that you provide.

Assessments

We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by POWERED NOW.

If you are unsuccessful following assessment for the position you have applied for, we hold your information for a period of twelve months or as long as any dispute concerning your application continues.

Conditional offer

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. 

You will therefore be required to provide: 

• Proof of your identity

• Proof of your qualifications

• Proof of your right to work in the UK

• You may be asked to complete a criminal records declaration to declare any unspent convictions.

If we make a final offer, we will also ask you for the following:

• Bank details – to process salary payments

• Emergency contact details – so we know who to contact in case you have an emergency at work

• Start date  

• National insurance number

• Pension scheme details if you wish us to make matched contributions into your pension scheme.

As well as holding this information we will also hold your start date, contract, signature and salary and any other remuneration details.

Use of data processors 

Data processors are third parties who provide elements of our recruitment service for us. They have a legal obligation not to do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct. 

Recruitment system

Some of our data processors provide systems to help with our recruitment process.

Employment administration

If you accept a final offer from us, some of your personnel records will be held on various systems administered by our data processors. These are listed below along with a link to their privacy policies:

• CharlieHR HR records system https://www.charliehr.com/privacy

• Xero payroll system https://www.xero.com/uk/about/legal/privacy/

• Nest autoenrollment pension https://www.nestpensions.org.uk/schemeweb/nest/nestcorporation/privacy-policy.html

• Other internal systems where you are granted access with minimal data about you being supplied to the system

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 any 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 until that point and the information generated throughout the assessment process, for example interview notes, will be retained for 12 months from the closure of the campaign or at the end of any dispute process associated with your application.

How we make decisions about recruitment?

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 support@powerednow.co.uk