Applicant Policy

Data controller

The data controller is Fifth Ring, a company registered in Scotland No.SC129673, having its registered offices at St Mary’s Court, 47-49 Huntly Street, Aberdeen AB10 1TH.

As part of any recruitment process, Fifth Ring collects and processes personal data relating to job applicants. We are committed to being transparent about the information collected and to protecting your privacy and maintaining the security of any personal information received from you. We strictly adhere to the requirements of the data protection legislation in the UK, including the General Data Protection Regulation 2016 and the Data Protection Act 2018 and we are registered on the Data Protection Public Register number ZA214080

Data Protection Officer (DPO)

Due to the type of data we collect and the nature of our business we currently have no legal requirement to have a DPO at Fifth Ring. However, our HR team will be happy to deal with any queries or requests regarding the data we hold about you.  They can be contacted by email at privacy@fifthring.com or by post to HR Department, Fifth Ring, St Mary’s Court, 47-49 Huntly Street, Aberdeen AB10, 1TH

What information does Fifth Ring collect?

We collect a range of information about you. This includes:

  • your name, address and other contact details, including email address and telephone number(s), and previous names;
  • 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 Fifth Ring needs to make reasonable adjustments during the recruitment process;
  • information about your right to work in the UK; and
  • any additional health information you have freely chosen to provide. 

We may collect 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/Questions.

We may also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. We will seek information from third parties only once a job offer to you has been made 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 Fifth Ring process personal data?

We need to process data to take steps at your request prior to entering into a contract with you. We may also need to process your data to enter into a contract with you. 

In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant's eligibility to work in the UK before employment starts. 

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

We may process information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. This is to carry out our obligations and exercise specific rights in relation to employment.

For some roles, Fifth Ring is obliged to seek information about criminal convictions and offences. Where we seek this information, we do so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment. 

We will not use your data for any purpose other than the recruitment exercise for which you have applied.

Who has access to data?

Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR/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.

Fifth Ring will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure Scotland/CRB/PVG to where necessary for criminal records checks.

Your data may be transferred to countries outside the European Economic Area (EEA) only if you are managed by an individual or organisation in the group which is located outwith EEA. Data is transferred outside the EEA on the basis that this is necessary to perform the terms of your contract.

How does Fifth Ring protect data?

We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or inappropriately disclosed, and is not accessed except by our employees in the proper performance of their duties. These controls include access control, firewalls, antivirus software and a number of security and HR policies.

For how long does Fifth Ring keep data?

If your application for employment is unsuccessful, we will hold your data on file for 24 months after the end of the relevant recruitment process.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to our HR system and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

What if you do not provide personal data?

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

What are my rights?

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

  • access and obtain a copy of your data on request;
  • require us to change incorrect or incomplete data;
  • require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
  • object to the processing of your data where Fifth Ring is relying on its legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please contact our HR team by email at HRdepartment@fifthring.com or by post to HR Department, Fifth Ring, St Mary’s Court, 47-49 Huntly Street, Aberdeen AB10, 1TH

If you believe Fifth Ring has not complied with your data protection rights, you can complain to the Information Commissioner via

 

  • The ICO’s website (https://ico.org.uk/concerns ), follow the links or have an online Live Chat
  • Call the ICO helpline on 0303 123 1113
  • Email casework@ico.org.uk
  • Postal address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF