Here at AMI Consulting we are responsible for how we hold and use personal information about our candidates. This Candidate Privacy Notice applies to you because you are applying for a role we are looking to fill. As such we want to let you know how and why we will use your personal data in connection with the recruitment process, and how long it will usually be retained for. This is necessary under the General Data Protection Regulation (GDPR).
Data Protection Principles
We will comply with data protection law and principles, which means that your data will be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Accurate and kept up to date.
- Kept securely
The kind of information we will hold about you?
In connection with your application, we will collect, store, and use the following categories of personal information about you:
- The information you have provided to us in your curriculum vitae and/or covering letter and/or portfolio. This could also include an online application form and any supporting documentation you supply, for example, your personal details including name, address, email, contact number, previous work experience, education and references.
- Any information you provide to us during a telephone interview or as a consequence of an interview relevant to the role you applied for.
- Equal opportunities information. This is not mandatory and is not made available to anyone outside of the Recruitment team, save in an anonymised format so as not to identify you.
How is your personal information collected?
We collect personal information about candidates such as yourself from the following sources:
- From you directly through online applications.
- Through a direct application through the AMI Consulting website
- A Jobsite, or recruitment platform through which you applied for the position (if applicable).
- A colleague of yours who may have referred you to us
We will use the personal information we collect about you to:
- Assess your skills, qualifications, and suitability for the role.
- Communicate with you about the recruitment process, vacancies and how we operate.
- Comply with legal or regulatory requirements, including right to work checks (If required)
- In relation to the equal opportunities form, to monitor equality in recruitment practices
Having received your CV, covering letter, online application form, portfolio and any supporting documentation, we will then process that information to decide whether you meet the basic requirements to be shortlisted for any of our current vacancies. If you do, we will decide whether your application is strong enough to be submitted to a client for consideration. Once this is done, should a client wish to invite you in for a formal meeting /interview, we will use the information you provide to us during our telephone discussions to out you forward and make the arrangements.
Once all the interview stages have been completed, if you have been offered a position AMI Consulting will work with you and the client to finalise the proceedings. As part of this process we/they may also ask for proof of your identity (such as passport or driving licence) and any relevant right to work checks. Right to work checks are necessary to enable us/them to enter into a contract with you as well as being a statutory requirement which you are obliged to provide. A failure to provide this may result in us being unable to offer you employment/to engage or contract with you.
How we use particularly sensitive personal information?
We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview. We may use equal opportunities information to monitor our recruitment practices and as an important means of demonstrating and implementing our commitment to promoting equality of opportunity.
Data Security
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees who have a business need-to-know. They will only process your personal information on our 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.
Data Retention
If we have not secured you a position with one of our clients, we will then retain your personal information on file in order to look for alternative suitable opportunities. We will attempt to send you regular updates on new jobs via email and telephone where applicable that may be of interest.
This personal information may also be retained so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way.
At any stage, and at your request, we will securely destroy your personal information in accordance with our data retention policy.
Rights of Access, Correction, Erasure, and Restriction
Under certain circumstances, by law you have the right to:
• Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about you, such as an updated CV. This enables you to have any incomplete or inaccurate information 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. You also have the right to ask us to
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
• Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact our data Data Privacy Manager, Davina Boxshall in writing (davina@ami.consulting)
If you provide your personal information, it will be strictly on the basis that you have reviewed this notice and that you accept that we will process your personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact the data privacy manager. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely
Davina Boxshall
Data Privacy Manager / AMI Consulting