What kind of information do you collect, when and how?
How is Your Personal Information Collected?
We typically collect this personal information directly from you through our website, through job advertisements or a recruitment agency. We may sometimes be required to collect additional information from third parties or other publicly available sources. We will take reasonable steps to inform you we collect your personal information from a third party, such as recommend a friend schemes.
What personal information do we collect?
We collect, store, and use your personal information throughout the recruitment process where necessary. We collect various types of data at different stages of the recruitment process:
Initial application details include:
- Name
- Contact details
- Address and Postcode
- Qualifications, skills and experience
- Immigration status
- Diversity information such as race/ethnic origin, religion or disabilities
- Any relevant reasonable adjustments required as part of the process; which means for example allowing for different type of disabilities or difficulties
- Remuneration expectations
- Criminal convictions
- Those extra details that you choose to share with us
- Extra details your referees choose to tell us or we receive from others
During the shortlisting and selection process we may also collect, store and use additional information such as:
- Driving licence
- Psychometric or situational judgement test/profile information
- Recorded video through our video interview tool
- Date of birth
- Photograph
- Survey response feedback for the purposes of service quality
- Emergency contacts
If you are successful in being offered a role with Virgin Media we will collect, store and use the following further information necessary to on-board as an employee into our business:
- Banking and Tax information
- Nationality
- Passport or equivalent identity card
- Financial information (where financial background checks are required)
- Remuneration details
If you have stated you have previously worked for us or O2, we may refer your application to a relevant People Partner to assess your employment history.
Examples of other details collected include:
- Health issues requiring adaptations to working environment
- Reporting and managerial relationships
- Leaves of absence (such as maternity leave, sickness absence)
- Disciplinary / grievance records
- Time and attendance details
- Expenses such as travel and expenses claimed from the bank
- Results of original and ongoing employee screening, where relevant
- Details provided in relation to Conduct policies (such as conflicts of interest, personal account dealing, trade body membership and so on)
- Health & safety incidents, accidents at work and associated records
- Building CCTV images
- Audio recordings of telephone interviews
- Video recordings of interviews
- Notes from face to face interviews
As described in our Cookies Policy we also collect data from you when you visit our website.
Why do we collect this personal information?
To ensure possible employment opportunities are offered to the most suitable candidates, we need to process certain personal information about you. We only process your information where necessary to progress a job vacancy or as required by law or regulatory requirements, so not all the purposes set out below will apply to you all the time.
- Application: during the application process we process a variety of details such as your CV, name, address, employment history, academic and professional qualifications, age, diversity (i.e. gender, ethnicity, disability, sexual orientation), nationality, previous disciplinary matters;
- Assessment: our assessments vary but could include psychometric tests (such as a situational judgement test, ability or personality test), interviews (face to face, telephone or video) and/or technical assessments;
- On-boarding: data collected as part of the application process would be used as part of your employment record collection;
- Quality and Forecasting: we assess demand, the fairness of the recruitment process, ensure compliance with legislation which may require use of more sensitive data such as gender and religion (although this type of data is optional for you to share with us);
- Screening: county court judgements, credit history, penalties for tax evasion, proximity to work, driving licence and skillset.
Our legal basis for processing your data
Consent
Where we require your sensitive information as part of the employment process, we will obtain your consent.
We will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.
Legal Obligations
When we need to use your personal data to comply with a common law or statutory obligation.
We ensure a fair selection process exists, not only because this is how we operate but we have legal obligations to do so. For example:
- Employee Demand Forecasting – to monitor fairness of recruitment (anti-discrimination)
- Right To Work review – for example to check you are entitled to work in the UK
Legitimate Interests
When we use your data for a reason that is considered necessary by VM, and a reason that is reasonably to be expected.
We can process your personal data where it is necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of you which require protection of personal data. When we use your personal data as part of a recruitment activity, we want to help ensure any role is right for you and tailored accordingly. Plus we want to help find roles that are more suitable for you.
Establishment, exercise or defence of legal claims
Where a legal claim connected with you is likely to arise then we need to to process personal data. We process this personal data, which may include sensitive data in accordance with local laws and requirements for example, we need to take legal advice in relation to legal proceedings or be required by law to preserve or disclose certain information as part of the legal process.
How will we use your information?
We need certain personal information to allow us comply with legal obligations and to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests. The situations in which we will process your personal information are listed below.
- Checking you are legally entitled to work in the UK
- Assessing qualifications for a job
- To determine your suitability for a job
- Dealing with legal disputes involving you
- To prevent fraud
- Analysis, quality control and forecasting role requirements
- We can identify, plan and implement reasonable adjustments for your application process
- To successfully and timely on-board and enable payroll and employee benefits
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.
Screening checks
As part of the selection process, we perform a number of psychometric and screening checks, where permitted by local law. Your consent will be requested before screening checks are performed.
Criminal records checks
We will only collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so. Where appropriate, we will collect information about criminal convictions as part of the recruitment process or we may be notified of such information directly by you.
Credit reference agencies
We will undertake searches about you at credit reference agencies who will supply us with information, including information from the electoral register, in support of our recruitment decision. The agencies will record details of the search but will not make them available for use by lenders to assess your ability to obtain credit. We may use scoring methods to assess this application and to verify your identity. You have the right of access to your personal records held by credit reference agencies. We will supply their names and addresses upon request.
Automated Decision-Making
In some cases we operate an automated screening selection process where we have a very high-volume of applications. The tools we use select candidates for certain roles based on driving licence, county court judgement record(CCJs), distance from work, situational judgement tests (SJT) and other qualification based job screening questions. Whilst these are automated decision making systems, should you believe that human intervention or review is required then you can request via our Employee Services “[email protected]”.
