Helm Tickets Job Applicant Privacy Notice

Data controller: Helm Squared Ltd, Pynes Hill Business Centre, Pynes Hill, Exeter, EX2 5JL

Data protection officer: Helm Squared Ltd, Pynes Hill Business Centre, Pynes Hill, Exeter, EX2 5JL

As part of any recruitment process, personal data relating to job applicants. We’re committed to being transparent about how we collect and use that data and to meeting our data protection obligations.

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

  • Your name, address and contact details, including email address and telephone number
  • Details of your qualifications, skills, experience and employment history
    information about your current level of remuneration, including benefit entitlements
  • Whether you have a disability we need to make reasonable adjustments during the recruitment process
  • Information about your entitlement to work in the UK

We 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.

We’ll also collect personal data about you from third parties, such as references supplied by former employers. We’ll seek information from third parties only once we’ve made you a job offer, and we’ll inform you that we’re 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 we process personal data

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

In some cases, we need to process data to ensure that it is complying with its legal obligations. For example, we’re legally required to check a successful applicant’s eligibility to work in the UK before employment starts.

We have 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 who to offer a job to. We may also need to process data from job applicants to respond to and defend against legal claims.

We process health information if we need to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out our obligations and exercise specific rights in relation to employment.

We won’t use your data for any purpose other than the recruitment exercise for which you have applied.

Who has access to the data

Your information will be shared internally for the purposes of the recruitment exercise. This includes members management 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.

We won’t share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We’ll then share your data with former employers to obtain references for you.

We won’t transfer your data outside the European Economic Area (EEA).

How we protect data

We take the security of your data seriously. We have internal policies and controls in place to ensure your data isn’t lost, accidentally destroyed, misused or disclosed, and isn’t accessed except by our employees in the proper performance of their duties.

How long we keep your data for

If your application for employment is unsuccessful, we’ll destroy your data on file immediately after we have filled the vacancy.

If your application for employment is successful, we’ll transfer any personal data gathered during the recruitment process to your personnel file and retain this during your employment, and for 6 years after you leave the business.

Your 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
  • Object to the processing of your data where we’re relying on our legitimate interests as the legal ground for processing; and
  • Ask us to stop processing data for a period if data is inaccurate or there is a dispute about whether your interests override the organisation’s legitimate grounds for processing data

If you’d like to exercise any of these rights, please contact us at jobs@helmsquared.com.

If you believe that we’ve not complied with your data protection rights, you can complain to the Information Commissioner.

If you don’t provide personal data

You’re under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you don’t provide the information, we may not be able to process your application properly or at all.

Automated decision-making

Recruitment processes are not based solely on automated decision-making.