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Recruitment Privacy Notice Template for England and Wales

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Key Requirements PROMPT example:

Recruitment Privacy Notice

"I need a Recruitment Privacy Notice for my UK-based tech startup that processes candidate data internationally and uses AI-powered screening tools, ensuring compliance with both UK GDPR and covering our operations in the EU."

Document background
The Recruitment Privacy Notice is essential for any organization conducting hiring activities in England and Wales. This document is required to comply with UK GDPR and the Data Protection Act 2018, ensuring transparency in data processing during recruitment. It informs candidates about how their personal information will be used, stored, and protected throughout the application process. The notice must detail the types of data collected, legal bases for processing, retention periods, and candidates' rights regarding their personal information. Organizations must provide this notice to all job applicants before or at the time of collecting their personal data.
Suggested Sections

1. Introduction: Overview of the notice and its purpose

2. Data Controller Information: Company details and contact information

3. Types of Personal Data Collected: List of personal data categories collected during recruitment

4. Purpose of Data Processing: Explanation of how and why personal data is used

5. Legal Basis for Processing: Legal grounds under GDPR for processing personal data

6. Data Retention: How long data is kept and when it's deleted

7. Data Subject Rights: Explanation of candidates' rights under data protection law

Optional Sections

1. International Transfers: Details of data transfers outside the UK (include when recruitment data is processed outside the UK)

2. Automated Decision Making: Information about automated processing and AI tools in recruitment (include when using automated screening tools)

3. Background Checks: Information about additional verification processes (include when conducting background or reference checks)

Suggested Schedules

1. Data Processing Activities Table: Detailed breakdown of processing activities and their legal bases

2. Third Party Processors List: List of recruitment partners and data processors

3. Data Retention Schedule: Detailed retention periods for different types of recruitment data

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok³ÉÈ˰æ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

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Relevant Industries
Relevant Teams
Relevant Roles
Industries

UK GDPR: UK General Data Protection Regulation - Primary legislation governing how personal data must be processed, stored and protected in the UK post-Brexit

DPA 2018: Data Protection Act 2018 - The UK's implementation of data protection law, working alongside and supplementing the UK GDPR

Employment Rights Act 1996: Defines basic employment rights in the UK, including aspects that may impact data collection during recruitment

Equality Act 2010: Legislation protecting against discrimination based on protected characteristics during recruitment and employment processes

Rehabilitation of Offenders Act 1974: Legislation governing the handling and consideration of criminal record information in recruitment processes

Immigration, Asylum and Nationality Act 2006: Legislation requiring employers to check candidates' right to work in the UK, impacting what documentation must be collected

ICO Employment Practices Code: Regulatory guidance from the Information Commissioner's Office on handling employee data, including during recruitment

ICO Recruitment Processing Guidance: Specific guidance from the ICO on how to handle personal data during recruitment processes

ACAS Recruitment Guidelines: Best practice guidance from ACAS (Advisory, Conciliation and Arbitration Service) on fair and legal recruitment processes

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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