Job Applicant Privacy Notice | KPMG | QM
close
Share with your friends

Job Applicant Privacy Notice

Job Applicant Privacy Notice

The organisation is committed to being transparent about how it collects and uses data and to meeting its data protection obligations

1000

Data Protection Officer

Audit Director

KPMG Channel Islands Limited

Contact

Also on KPMG.com

Data, protection, employment, staff, kpmg, channelislands

As part of any recruitment process, KPMG Channel Islands Limited (“the organisation”) collects and processes personal data relating to job applicants. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does the organisation collect?

The organisation 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 the organisation needs to make reasonable adjustments during the recruitment process;
  • information about your entitlement to work in the Channel Islands; and
  • equal opportunities monitoring information, including information about your ethnic origin or gender.


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 such as pre-recorded video questions or online assessments.

The organisation will also collect personal data about you from third parties, such as references supplied by former employers, professional qualification bodies, academic bodies, information from employment background check providers and information from criminal records checks. The organisation will seek information from third parties only once a job offer to you has been accepted and will inform you that it is doing so. 

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

Why does the organisation process personal data?

The organisation 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, the organisation 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 Channel Islands before employment starts.

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

Where the organisation 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 job applicants, employees or workers and has concluded that they are not.

The organisation 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.

Where the organisation processes other special categories of data, such as information about ethnic origin, health, age, gender or marital status, this is done for the purposes of equal opportunities monitoring with the explicit consent of job applicants, which can be withdrawn at any time.

For some roles, the organisation is obliged to seek information about criminal convictions and offences. Where the organisation seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment/comply with a regulatory requirement to establish whether or not an individual has committed an unlawful act or been involved in dishonesty or other improper conduct.

If your application is unsuccessful, the organisation will keep your personal data on file in case there are future employment opportunities for which you may be suited. The organisation will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.

Who has access to 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 and managers in the business area with a vacancy.

The organisation will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The organisation will then share your data with our pre-employment screening provider to obtain necessary background checks.

The organisation will not transfer your data outside the European Economic Area.

How does the organisation protect data?

The organisation is committed to keeping personal data secure, and preventing personal data from loss, misuse, alternation, unauthorised disclosure, damage or accidental destruction. To achieve this we:

  1. Train our staff on privacy and security 
  2. Foster a culture of respect for the personal data of personnel of the organisation 
  3. Employ IT controls such as encryption, password protection and firewalls
  4. Require that any new information systems involving personal data belonging to personnel of the organisation have an assessment of the data protection risks and formal approval be obtained that adequate safeguards are in place to protect the data
  5. Implement physical security measures such as locked cabinets, key-card access and CCTV
  6. Limit access to KPMG employees and other third parties who have a business need to access the data
  7. Submit our process to review and respond to complaints 
  8. Require third-party service providers to respect the security of your personal data and to treat it in accordance with Data Protection Legislation
  9. Put in place procedures to deal with any suspected personal data security breach and to notify you and any applicable regulator of a suspected personal data breach where we are legally required to notify


For how long does the organisation keep data?

If your application for employment is unsuccessful, the organisation will hold your data on file for seven months after the end of the relevant recruitment process. If you agree to allow the organisation to keep your personal data on file, the organisation will hold your data on file for a further twelve months for consideration for future employment opportunities. At the end of that period or once you withdraw your consent, 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 employment 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.

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, please contact Brian Bethell by emailing ciprivacy@kpmg.com.


If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner in Jersey or the Data Protection Commissioner in Guernsey, the Channel Islands supervisory authorities for data protection issues.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to the organisation during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all. If your application is successful, it will be a condition of any job offer that you provide evidence of your right to work in the Channel Islands and satisfactory references.

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.

Automated decision-making

Recruitment processes are not based on automated decision-making.

Connect with us

 

Request for proposal

 

Submit