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Recruitment Transparency Notice

This Transparency Notice only applies to the personal data of job applicants and potential candidates for employment or other roles within VWV.

It does not apply to our existing employees, members, consultants, contractors or clients, or other personal data that VWV collects for other purposes.

'Personal data' means information that directly or indirectly identifies job applicants and potential candidates, either submitted as part of the online application and/or through alternative channels (eg via professional agents and recruiting firms).

We will process your personal data in accordance with this Transparency Notice, unless such processing conflicts with the requirements of applicable law, in which case, applicable law will prevail. By submitting your personal data to us, you acknowledge that:

  • you have read and understood this Transparency Notice
  • you are not required to provide any requested information to us, but failing to do so may result in not being able to continue your candidacy for the job for which you have applied
  • all of your representations are true and correct to the best of your knowledge and belief. Providing any inaccurate information may make you ineligible for employment
  • this Transparency Notice does not form part of any contract of employment offered to candidates hired by VWV

How We Use Your Personal Data

During the recruitment process we will collect the following categories of personal data (the 'Recruitment Data').

  • Your personal contact details such as name, title, home address, telephone numbers and personal email address.
  • Information in support of your application, including your completed application form, your qualifications and work history, any information you provide in your CV and cover letter, the results of any tests, including psychometric tests we carry out during the recruitment process, notes taken during interviews and your references (if requested).

We process the Recruitment Data for our legitimate interests in making a decision about your recruitment or appointment and determining the terms on which we will engage you.

Where you voluntarily provide us (or authorise a recruitment agent to provide us) with additional information during the recruitment process we process such information with your consent.

We will take copies of your identity and right to work documents, this processing is necessary to meet our legal obligations to confirm your right to work in the UK. If you are unsuccessful in your application these documents will be destroyed.

If you have applied for a position via a recruitment agency or other third party referrer we share information with that agency or referrer relating to the status of your application and, if you are successful, we will share details of your salary for the purpose of performing our obligations under our contract with the recruitment agency or third party.

If you are successful in your application we will retain your information in accordance with our Transparency Notice for Staff, a copy of which will be provided to you with your offer of engagement.

If you are unsuccessful in your application we will retain your application information for 2 years after which time it will be destroyed in accordance with our secure deletion processes. Further information is available from compliance@vwv.co.uk.

Data Security

All our personal information is hosted on servers located within the EEA.

We have put in place measures to protect the security of your information. Details of these measures are available in our Data Protection Policy and Information Security Policy. Further information is available from compliance@vwv.co.uk.

Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.

Your Rights in Connection With Personal Information

You have the following rights:

  • to be told what we are doing with your personal information. We do this by providing you with this transparency notice
  • to correct or update the personal information we hold about you: you can do this by amending your details in the HR system or contacting the HR team
  • to object to the processing of your personal information
  • to request a copy of the personal information we hold about you
  • to ask us to delete the information that we hold about you where there is no good reason for us continuing to process it
  • to ask us to stop processing your personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground
  • to ask us to restrict how we use your personal information for a period of time if you claim that it is inaccurate and we want to verify the position or in some limited other circumstances
  • to ask us to send your personal information to another organisation in a computer-readable format
  • to complain to the Information Commissioner's office if you are unhappy with our use of your personal data: you can do this at https://ico.org.uk/concerns/

To exercise any of the above rights, please contact compliance@vwv.co.uk.