Cool Earth is aware of its obligations under the General Data Protection Regulation (GDPR) and is committed to processing your data securely and transparently. This Job Applicant Privacy Notice sets out what personal data we, Cool Earth, hold about you and how we collect and use it during and after the recruitment process. It applies to anyone who is applying to work for us, whether as an employee, worker, contractor, consultant, intern, volunteer, partner or director (together referred to as ‘Job Applicant’ or ‘you’).
If you have any questions or concerns about how your personal data is being used by us, you can contact by email on [email protected] or telephone 01326 567200.
Note too that you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues. Details of how to contact the ICO can be found on their website: https://ico.org.uk
Cool Earth is a data controller, meaning that it determines the processes to be used when using your personal data. Our contact details are as follows: Cool Earth, Tremough Innovation Centre, Penryn TR10 9TA; Telephone 01326 567200.
In relation to your personal data, we will:
We may hold many types of data about you, including:
We collect data about you in a variety of ways including the information you would normally include in a CV or a job application cover letter, or notes made by our recruiting officers during a recruitment interview. Further information will be collected directly from you when you complete forms at the start of your employment, for example, your bank and next of kin details. Other details may be collected directly from you in the form of official documentation such as your driving licence, passport or other right to work evidence.
In some cases, we will collect data about you from third parties, such as employment agencies, former employers when gathering references or credit reference agencies.
Personal data is kept in personnel files or within the Company’s HR and IT systems.
The law on data protection allows us to process your data for certain reasons only:
All of the processing carried out by us falls into one of the permitted reasons. Generally, we will rely on the first three reasons set out above to process your data.
We need to collect your data to ensure we are complying with legal requirements such as:
We also collect data so that we can carry out activities which are in the legitimate interests of the Company. We have set these out below:
Special categories of data are data relating to your:
We must process special categories of data in accordance with more stringent guidelines. Most commonly, we will process special categories of data when the following applies:
We will use your special category data:
We do not need your consent if we use special categories of personal data in order to carry out our legal obligations or exercise specific rights under employment law. However, we may ask for your consent to allow us to process certain particularly sensitive data. If this occurs, you will be made fully aware of the reasons for the processing. As with all cases of seeking consent from you, you will have full control over your decision to give or withhold consent and there will be no consequences where consent is withheld. Consent, once given, may be withdrawn at any time. There will be no consequences where consent is withdrawn.
One of the reasons for processing your data is to allow us to carry out an effective recruitment process. Whilst you are under no obligation to provide us with your data, we may not able to process, or continue with (as appropriate), your application.
Your data will be shared with colleagues within the Company where it is necessary for them to undertake their duties with regard to recruitment. This includes, for example, HR and recruitment teams, those in the department where the vacancy is, those who are responsible for screening your application and interviewing you, the IT department where you require access to our systems to undertake any assessments requiring IT equipment and to the administrative teams responsible for contacting you.
In some cases, we will collect data about you from third parties, such as employment agencies.
Your data will be shared with third parties if you are successful in your job application. In these circumstances, we will share your data in order to obtain references as part of the recruitment process.
We do not share your data with bodies outside of the European Economic Area during the normal processes of recruitment unless your recruitment relates to working with our in-country teams outside the UK (currently the US, PNG, and Peru). Should there be a need to transfer your data outside of the EEA area, this will be managed as an inter-organisational transfer which means the data will not leave Cool Earth’s systems and Cool Earth’s data protection policies apply throughout.
We have put measures in place to ensure that your data is transferred securely and that the bodies who receive the data that we have transferred process it in a way required by EU and UK data protection laws.
We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such, including Data Protection policies and training.
Where we share your data with third parties, we provide written instructions to them to ensure that your data are held securely and in line with GDPR requirements. Third parties must implement appropriate technical and organisational measures to ensure the security of your data.
If your application is not successful we will keep your data for up to six months once the recruitment exercise ends or from the date we notify you of our decision.
If your application is successful, your data will be kept and transferred to the systems we administer for employees. We have a separate privacy notice for employees, which will be provided to you.
The law on data protection gives you certain rights in relation to the data we hold on you. These are:
Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.
If you wish to exercise any of the rights explained above, please write to us at Cool Earth, Tremough Innovation Centre, Penryn TR10 9TA. Note that these rights are not absolute and in some circumstances, we may be entitled to refuse some or all of your request.