Privacy Policy – Job Applicants

1.0 introduction

1.1. The wording in this document reflects the requirements of the General Data Protection Regulation (GDPR), which will be in effect in the UK from 25 May 2018. See Law relating to this document below for more information.

1.2. Data controller: KSR Architects

1.3. As part of any recruitment process, KSR Architects collects and processes personal data relating to job applicants. KSR Architects is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

2.0 What information does KSR Architects collect?

2.1. KSR Architects collects 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 KSR Architects needs to make reasonable adjustments during the recruitment process;

information about your entitlement to work in the UK.

2.2. KSR Architects 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, including online tests.

2.3. KSR Architects will also collect personal data about you from third parties, such as references supplied by former employers. KSR Architects will only seek information from third parties once a job offer to you is being considered, and will inform you that it is doing so.

2.4. Data will be stored on your application record within secure HR management systems and on other IT systems (including email).

3.0 Why does KSR Architects process personal data?

3.1. KSR Architects needs to process data at your request to take steps prior to entering into a contract with you. It also needs to process your data in order to enter into a contract with you.

3.2. In some cases, KSR Architects 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.

3.3. KSR Architects 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 KSR Architects to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. KSR Architects may also need to process data from job applicants to respond to and defend against legal claims.

3.4. Where KSR Architects 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.

3.5. KSR Architects 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.

3.6. If your application is unsuccessful, KSR Architects will keep your personal data on file for up to 12 months in case there are future employment opportunities for which you may be suited. If KSR Architects requires to keep your information for longer you will be asked for your consent. You are free to withdraw your consent at any time.

4.0 Who has access to data?

4.1. Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the administration 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.

4.2. KSR Architects will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. KSR Architects will then share your data with former employers to obtain references for you.

4.3. KSR Architects will not transfer your data outside the European Economic Area.

5.0 How does KSR Architects protect data?

5.1. KSR Architects 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 the relevant employees of KSR Architects in the proper performance of their duties.

5.2. Job applications are only received via email and are held securely on our email server, only being made available to the appropriate employees to perform their duties, for example Administration in arranging interviews and the Recruitment team of senior staff. We backup the mailbox that received the application securely.

5.3. Applications for successful candidates only are moved from email to a secure location on the network. All data access is strictly controlled using the least access privilege approach.

6.0 how long does KSR Architects keep data?

6.1. If your application for employment is unsuccessful, KSR Architects will hold your data on file for up to twelve months after the end of the relevant recruitment process. At the end of that period [or once you withdraw your consent], your data is deleted or destroyed.

6.2. 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.

7.0 Your rights

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

access and obtain a copy of your data on request;

require KSR Architects to change incorrect or incomplete data;

require KSR Architects 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 KSR Architects is relying on its legitimate interests as the legal ground for processing; and

ask KSR Architects to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override KSR Architects’ legitimate grounds for processing data.

7.2. If you would like to exercise any of these rights, please contact the Office Manager –

7.3. If you believe that we have not complied with your data protection rights, you should first take it up with the Office Manager. If after investigation you feel that your rights are still compromised you can escalate this to the Information Commissioners Office (ICO). The ICOs contact details are available at

8.0 Data Breaches and reporting

8.1. If it becomes apparent that a potential data breach has occurred, KSR Architects will endeavour to report this to the ICO within 72 hours of becoming aware of the data breach. This will be the case if the data breach is likely to result in damage to a persons reputation, financial loss, loss of confidentiality, or major financial or social disadvantage. If the breach is likely to result in a high risk to the rights and freedoms of the data subject KSR Architects will also contact the data subject without undue delay.

8.2. Data breaches will be reported to the Information Commissioner Office (ICO) by calling the dedicated personal data breach helpline on 0303 123 1113.

9.0 What if you do not provide personal data?

9.1. You are under no statutory or contractual obligation to provide data to KSR Architects during the recruitment process. However, if you do not provide the information, KSR Architects may not be able to process your application properly or at all.

9.2. Automated decision-making is not used as part of the recruitment processes.