Why we process your data

Grosvenor Systems needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.

In some cases, Grosvenor Systems needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.

Grosvenor Systems has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows Grosvenor Systems to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. Grosvenor Systems may also need to process data from job applicants to respond to and defend against legal claims.

Where Grosvenor Systems relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of employees or workers and has concluded that they are not.

Grosvenor Systems 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.

Grosvenor Systems will not use your data for any purpose other than the recruitment exercise for which you have applied.

Categories of personal data we process

Grosvenor Systems collects a range of information about you. This includes:

• your name, address and contact details;
• details of your qualifications, skills, experience and employment history;
• information about your current level of remuneration, including benefit entitlements;
• whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process, and more specifically in terms of any interview process;
• information about your entitlement to work in the UK

The organisation collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment. 

Grosvenor Systems will also collect personal data about you from third parties, such as references supplied by former employers and information from employment background check providers. 

Grosvenor Systems will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.

Who has access to your data

Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles. Grosvenor Systems will not share your data with third parties, unless your application for
employment is successful and it makes you an offer of employment. Grosvenor Systems will then share your data with former employers to obtain references for you and employment background check providers to obtain necessary background checks. We may also share your information with external employment law and HR advisers to produce a contract of employment or to take advice on issues, for example the scope of reasonable adjustment.

How your data is protected

The organisation 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.

How long data is stored

If your application for employment is unsuccessful, the organisation will hold your data on file for up to a year after the end of the relevant recruitment process. 

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.

Data will be stored in a range of different places, including your application record and our email system.

Automated Decision-Making

Recruitment processes are not based solely on automated decision-making.

Your Rights

As a data subject, you have a number of rights. You can:

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

If you would like to exercise any of these rights, you can contact us via email: privacy@grosvenorsystems.com or by post: FAO Grosvenor Systems DPO, Grosvenor Systems Limited, 7 Leathermarket Street, London, SE1 3FB. You can make a subject access request by
completing the organisation’s Form for a subject access request.

If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.