Job Applicants

As part of our recruitment process, Digital Ticketing Systems Ltd collects and processes personal data relating to job applicants. DigiTickets is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

In order to comply with the Data Protection Act 2018 and the UK General Data Protection Regulation, We must provide you with the following information about the personal data you give to us or we receive from third parties as recommendations.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

What Information do we collect?

We collect a range of information about you. This includes:

• Your name, address and contact details including email address and telephone number.
• 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 DigiTickets needs to make reasonable adjustments during the recruitment process.
• Information about your entitlement to work in UK.
• Equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all. If your applications is successful, it will be a condition of any job offer that you provide evidence of your right to work in the UK and satisfactory references, medical clearance and any other conditions will be as detailed in your offer of employment.

You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.

How do we collect your personal data?

You may give us your Identity, Contact, Data by corresponding with us by post, phone, email, or otherwise.

We may collect this information in a variety of ways For example, data might be contained in application forms, equal opportunities monitoring form, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessments.

In some cases, we may collect personal data about you from third parties, such as references supplied by former employers. We will only seek information from third parties only once a job offer has been made and we will inform you that we are doing so.

Data will be stored in a range of different places, including on your application record, external third party Applicant Management System, HR Management systems and on other IT systems including email.

Why do we process personal data?

We need to process data to take steps at your request prior to entering into a contract with you. We also need to process your data to enter into a contract with you.

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

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

We process health information only if we need to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out our obligations and exercise specific rights in relation to employment.

Where we process other special categories of data, such as information about ethic origin, sexual orientation, health, religion or belief, age, gender or marital status, this is done for the purposes of equal opportunities monitoring purposes as permitted by the Data Protection Act 2018.

We do not actively collect any information about criminal convictions and offences.

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

Who has access to the data?

Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR Team, interviewers involved in the recruitment process, managers in the service area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.

We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers or other nominated referees to obtain references for you. We may also share your data with third party occupational health services if applicable.

In the majority of cases, we use an external applicant system to manage and process applications for job vacancies.

We will not transfer your data outside of the European Economic Area.

How do we protect your data?

We take the security of your data seriously. We have 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. Access to the external applicant system is restricted to the recruitment manager(s) and the HR Team.

If your application is through a public recruitment website or recruitment agency you will have been provided with their privacy notice in relation to their processing of your data.

How long do we keep your data?

If your application for employment is unsuccessful, we will hold your data on file for 12 months after the end of the relevant recruitment process. At the end of that period your data is deleted or destroyed.

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 period for which you data will be held will be provided to you in a new privacy notice.

Your rights

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

• Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
  • (a) if you want us to establish the data’s accuracy.
  • (b) where our use of the data is unlawful, but you do not want us to erase it.
  • (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
  • (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
• Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
• Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you would like to exercise these rights, please contact our HR & Compliance Manager, DigiTickets. Sentio House, Pynes Hill, Exeter, EX2 5AZ. Alternatively, you can make a subject access request by completing a Subject Access Request Form available on DigiTickets website, www.digitickets.co.uk.

If you believe that DigiTickets has not complied with your data protection rights, you can contact the Information Commissioner’s Office (ICO).

Complaint resolution

If you believe that we have not complied with this privacy notice or your data protection rights, you have the right to file a complaint with the UK Information Commissioner’s Office, however, we hope that you will attempt to resolve the complaint with us first.

In addition, if you have any questions or concerns about the handling of your personal data, or about our privacy practices please contact the HR & Compliance manager at [email protected].

Changes to this privacy notice

We reserve the right to change this notice policy at any time as we may deem necessary from time to time or as may be required by law. We will provide you with a new privacy notice when we make any substantial changes. We may also notify you in other ways from time to time about the processing of your personal data.