As part of our recruitment process, Eastern Airways and Humberside International Airport (HIAL) collect and process personal data relating to job applicants. The Company is committed to being transparent about how we collect and use your data and to ensure we meet our obligations under the GDPR (General Data Protection Regulations).
What personal information do we collect?
Eastern Airways and HIAL collect a range of information about you as part of our recruitment procedure. This will include:
- Your name, address and contact details, including email address and telephone number
- Details of your education, qualifications, skills, experience and employment history
- Information about your current level of remunerations, 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 UK
- Any other relevant information from which we can assess your ability to carry out the role which you have applied for
Eastern Airways/HIAL may collect this information in a variety of ways. For example, data might be contained in application forms, CV’s, obtained from your passport or other personal identity documents, or collected through interviews or other forms of assessments.
We may also collect personal data about you from third parties, such as references supplied by former employers, or from agencies whose services we are utilizing as part of our recruitment programme. We will seek information from former employers only once a verbal or written job offer to you has been made.
We store your personal data using our secure IT system, generated from your emailed application. It is our policy that application documents are not printed, unless you have been selected for interview or assessment.
Why does Eastern Airways/HIAL process personal data?
We need to process your personal data to take steps towards assessing your suitability for the position for which you have applied. We will continue to process your personal data up to entering into a contract with you, should your application be successful.
In some cases, we may need to process your personal data to ensure that we are complying with our legal obligations; this is because it is mandatory for the company to check that a successful applicant is eligible to legally work for the company prior to employment commencing.
We will also need to process your data for the purpose of obtaining an Identification Pass (ID Pass) should you require this as part of your employment.
Eastern Airways/HIAL has a legitimate interest in processing your personal data during our recruitment process and for keeping records of this process. Processing personal data from job applicants allows us to manage our recruitment process, assess and confirm your suitability for employment and to make the decision on whether your application has been successful or not. We may also need to process personal data from job applicants to respond to and defend legal claims which may be made against the company.
Eastern Airways/HIAL may also be required to process special categories of personal data; this may include your ethnic origin, gender, religion or belief to monitor our recruitment statistics. We may also collect information relating to whether applicants have a disability to enable us to make reasonable adjustments for candidates. We process such information so that we can carry out our obligations and exercise specific rights in relation to employment.
Who has access to your personal data?
Your personal information may be shared internally as part of the company recruitment process; your personal data will not be used for any other purpose without your prior consent. Data will only be shared with members of the HR department, interviewers who are involved in the recruitment process, managers in the area of the business where the vacancy exists and IT staff.
We will not share your personal data with any third parties, unless your application for employment is successful and we make you an offer of employment. As part of our process to offer you employment, we will share some of your personal data with your former employers to enable the company to obtain employment and personal references. We will also process some of your personal data so that we can obtain a Disclosure Certificate for the purpose of applying for an ID Pass.
How does our Company protect your personal data?
We take the security of your personal data very seriously. To support this, 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 by any unauthorized individual.
How long does our Company retain personal data?
If your application for employment is unsuccessful after interview/assessment, we will hold your data securely on file for a period of 6 months after the recruitment process has ended; this period is extended to 12 months for pilot recruitment. During this time, we may consider you for suitable employment opportunities. We will contact you prior to processing your data further to establish whether you would like to be considered.
At the end of the 6 month period, we will destroy all of your personal data. However, if you would like your details to be held securely on our file for a longer period, you should submit your request to Hr.email@example.com.
If your application for employment is successful, any personal data which we have gathered as part of our recruitment process will be used to form a Personal File within the Human Resource Department and retained during the length of your employment. All personal data within the HR Department is stored in paper version (if there is an original signature) or scanned on to the electronic Human Resource system – Sage. Further details of the Company’s retention periods will be provided to you in the Company Data Protection and Retention Policy.
As part of GDPR, you are considered as a “data subject”; as a data subject, you have a number of rights: these are:
- Request access to your personal information (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 information that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it.
- Object to processing of your personal information 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.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of your personal data in certain scenarios.
- Request the transfer of your personal information to another party.
- Right to be informed of the reasons why your data is being processed.
If you would like to exercise any of these rights, please email firstname.lastname@example.org
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide personal data to the Company during the recruitment process. However, if you do not provide the information we require to process your application, we may not be able to complete the process on your behalf.