The British Institute of Energy Economics (referred to as BIEE throughout this notice) collects and processes personal data relating to job applicants as part of our recruitment process. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.
This notice sets out the basis on which we collect, use and disclose the personal data of our job applicants, as well as your rights in respect of such personal data.
BIEE collect a range of information about you. This includes:
We may collect this information in a variety of ways. For example, data might be contained in application forms or CVs (including when these are sent to us as part of speculative applications or queries), obtained from your passport or other identity documents, or collected through interviews or other methods of assessment.
We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from third parties only once an offer has been made to you.
Data will be stored in a range of different places, including on your application record, in our management systems and our email system.
BIEE collects and processes your data for a number of purposes and where we have a legal basis to do so, as follows.
BIEE 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 a role 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.
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 they start work.
BIEE may process information about whether or not applicants are disabled so we can make reasonable adjustments for candidates who have a disability. We do not usually process other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, but if we do this will be for equal opportunities monitoring purposes only. Our processing of these types of data will be carried out to ensure you or us can meet our obligations or exercise our rights under law related to employment or (only where applicable) to enable us to establish, exercise or defend legal claims.
We will not use your data for any purpose other than the recruitment process of which you are a part.
Your information may be shared internally within the organisation for the purposes of the recruitment process. This includes members of the recruitment team, interviewers involved in the recruitment process and the administrator.
We will not share your data with third parties, unless your application is successful and an offer is made. We will then share your data with former employers in order to obtain references.
In addition, we may need to share your personal information with a regulator or otherwise to comply with the law.
BIEE takes 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 disclosed, and is not accessed except by our personnel in the proper performance of their duties.
If your application is unsuccessful we will hold your data on file for 6 months. At the end of that period, your data is deleted or destroyed (unless we need to retain it for longer to exercise or defend any legal claims).
If your application is successful, personal data gathered during the recruitment process will be transferred to your file and retained during your contract. The periods for which data is held will be provided to you in a separate privacy notice.
As a data subject, you have a number of rights under data protection law. You can:
If you would like to exercise any of these rights or if you have any questions about this notice or our processing of your data more generally, please contact firstname.lastname@example.org
If you believe that the BIEE has not complied with your data protection rights, you can complain to the Information Commissioner’s Office (https://ico.org.uk/).
You are under no statutory or contractual obligation to provide data to BIEE during the recruitment process. However, if you do not provide the information, we may not be able to process your application.