EMPLOYMENT CANDIDATE PRIVACY NOTICE

Thank you for your application for employment with RCPI.

We respect your right to privacy throughout the recruitment process and, in accordance with the GDPR, this document provides you with information on how the personal data that you provide, in applying for a position with RCPI, will be used.

How does RCPI collect personal data about you?
What type of data does RCPI hold about you?
How will RCPI use your personal data?
What is the legal basis in GDPR for RCPI’s processing your personal data?
With whom will RCPI share your personal data?
How will RCPI store your personal data and keep it safe?
How long will RCPI retain your personal data?
Will applicants be subject to profiling or automated decision making?
What are your rights in relation to your personal data?
How can you raise a query or complaint about the use of your personal data?

How does RCPI collect personal data about you?
As part of the recruitment process, we collect personal data about candidates from the following sources:
· You, the candidate
· Your named referees
· From publicly accessible sources such as LinkedIn

What type of data does RCPI hold about you?
In connection with your application, we will collect, use and store the following personal data about you:
· The data you have provided to us in your curriculum vitae (CV) and the personal data contained in your covering letter which is likely to include:
- First name, surname and title
- Address
- Telephone number
- Personal email address
- Date of birth
- Employment history
- Education and qualifications
- Professional memberships
· Personal data you have provided to us during interviews whether by phone, online or face-to-face
· Any personal data provided to us about you by your referees which will include dates of previous employment and performance during previous employment

How will RCPI use your personal data?
We will use the personal data we collect about you to:
· Assess your skills, qualifications, and suitability for the role
· Communicate with you about the recruitment process
· Carry out background and reference checks where appropriate
· Keep records related to our hiring processes
· Comply with legal or regulatory requirements

What is the legal basis in GDPR for RCPI’s processing your personal data?
It is a ‘legitimate interest’ of RCPI to process the personal data of job applicants to assess their suitability for the role in question.
Processing of candidate personal data is also necessary for RCPI to prepare for a potential contract with the data subject.
Where applicable, the processing of data relating to a job applicant’s entitlement to work is necessary to enable RCPI to comply with legal obligations to which it is subject.

With whom will RCPI share your personal data?
The RCPI recruitment process is managed within RCPI without the engagement of any third parties.
We engage third party to provide various ICT services e.g. HR Information Systems. We have Data Processing Agreements in place with these providers to that they have taken appropriate technical and organisational measures to process, store, and safeguard your personal data.
In the event that a particular role required that we share your personal data with a third party, in addition to having a Data Processing Agreement in place, we would ensure that:
· The transfer is based on a legal obligation, the performance of a contract, or explicit consent.
· Where data is transferred to another party, we ensure appropriate technical and organisational safeguards are used to protect your personal data.

How will RCPI store your personal data and keep it safe?
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
We limit access to your personal data to those who have a business need-to-know. They will only process your personal data on our specific instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

How long will RCPI retain your personal data?
If your application for employment is successful and you accept a post with RCPI, your personal data will be incorporated into your personnel file. After 12 months, information that related only to the recruitment process such as cover letter and references will be destroyed in accordance with our Data Retention Policy.
If your application for employment was unsuccessful, we will retain your personal data for a period of 1 year after your last application date and will securely destroy your personal data in accordance with our data retention policy. In this instance we retain your personal data for the following purposes:
· As evidence that we have conducted the recruitment exercise in a fair and transparent way
· In case a similar role becomes vacant for which you will be a fitting candidate. We will request your explicit consent to use your data for this purpose

Will applicants be subject to profiling or automated decision making?
Profiling means the automated processing of personal data to evaluate certain things about an individual. RCPI does not use any means of individual profiling.
Automated individual decision-making is when an organisation makes a decision solely by automated means without any human involvement. RCPI does not use any automated decisions making.

What are your rights in relation to your personal data?
Under the GDPR you have the following rights in relation to your personal data:
· 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.
· Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data corrected.
· 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.
· 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.
· Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
· Request the transfer of your personal data to another party.

How can you raise a query or complaint about the use of your personal data?
You can address any questions or concerns about the use of your personal data with the RCPI Data Protection Officer using the contact details below.

If you are unhappy with the RCPI’s handling of your personal data or believe that the requirements of the data protection legislation are not being complied with and the issue has not been resolved to your satisfaction by RCPI, you also have the right to submit a complaint to the Data Protection Commissioner using the contact details below

RCPI Data Protection Officer
Data Protection Officer
RCPI,
4th Floor Frederick House,
19 Frederick Street South,
Dublin 2
D02 X266
Data Protection Commissioner,
21 Fitzwilliam Square South
Dublin 2
D02 RD28

Phone: 01 8639700
Phone: 01 7650100
Email: dataprotectionofficer@rcpi.ie
https://www.dataprotection.ie/en/contact/how-contact-us

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