Interview Coordinator and Candidate Personal Data
Your rights as a candidate under the General Data Protection Regulations (GDPR)
This page will explain how your personal data is stored and used when you apply (or give your consent) to become a candidate where the organisation looking to fill the vacancy is using the Interview Coordinator recruitment management software to help them manage their recruitment process.
This page will also explain how the administrators and users of the Interview Coordinator recruitment management system will comply with the rights granted to Candidates under the GDPR regulations.
What is GDPR?
The General Data Protection Regulation (GDPR) is an EU Regulation enacted by the European Parliament, the Council of the European Union and the European Commission (and fully implemented and enforced in UK) which is intended to strengthen and unify data protection for all individuals within the European Union & UK.
In summary, it is a set of regulations covering the storage and use of any personal data associated with any individual by any organisation. It also enforces the rights given to individuals as to how that data can be used at any time.
Personal data is defined as “any information relating to an identified or identifiable natural person”
Besides the term “Personal data”, this page will use some other terms defined in the GDPR
A “Data Subject”. Within the context of the recruitment process, a “Data subject” is a candidate or prospective employee who’s data is stored in the Interview Coordinator database.
In Interview Coordinator, any data stored or linked to the Candidate database record is considered “Personal Data”.
A “Data Controller” is defined in GDPR as “the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data”.
Where Interview Coordinator software is being used to manage the recruitment process there are joint Data Controllers. One joint Controller is the company or organisation which is looking to fill a vacancy and which uses the Interview Coordinator software as part of that recruitment process. The second joint controller is Flaxlands Consulting Ltd, who publish, maintain and host the Interview Coordinator recruitment management software and also host the database used to store all the recruitment process information.
A “Data Processor” is defined in GDPR as “the natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller”.
Where Interview Coordinator software is being used to manage the recruitment process the processor is Flaxlands Consulting Ltd who publish, maintain and host the Interview Coordinator recruitment management software.
Why is your Personal Data being stored.
The process of finding and hiring the most appropriate person (or people) for a job vacancy can sometimes be time consuming. Using software like Interview Coordinator can help ease the recruitment administration burden.
Therefore, when someone agrees to become candidate for a vacancy which is administered by the Interview Coordinator software, their personal data is added to a database with the aim of making the recruitment process less time consuming and more efficient.
Any personal data added to the Interview Coordinator database is only ever used for the purposes of finding the most appropriate person to fill a vacancy. Personal data is never used for any other purpose than the recruiting process.
How and where is your Personal Data stored.
The Interview Coordinator software is hosted on a secure server hosted on the Amazon AWS cloud. For UK and EU customers, the server is located in the Amazon EU(west) data centre in Ireland. Interview Coordinator uses Microsoft SQL server as the back-end database which stores all the personal data.
The Interview Coordinator software system is published by Flaxlands Consulting Ltd and supplied to clients under the SaaS (Software as a Service) model.
Multiple clients of Flaxlands Consulting Ltd may use the same Interview Coordinator database server. However all Data Subject (Candidate) data is always separated by client (Data Controller). Each client only has access to the data where the Data Subject has given consent for their personal data to be used for the purposes of recruitment activities.
The same Data Subject might give consent to multiple Interview Coordinator clients to store and process their Personal Data. However where the same data is given to different organisations, that data will always be entered separately for each organisation (I.E. Interview Coordinator client). At no time does Interview Coordinator ever allow personal data gathered on behalf of one client to be seen, used or processed by another client.
How long will your personal data be stored
When a candidate gives consent for their personal data to be used within the process of a recruitment campaign, the normal assumption of the Data Controller is that the consent is given to store and review that data indefinitely, until told otherwise.
Historical recruitment data is useful for many reasons. For example the hiring organisation might want to consider historical candidates for future vacancies, or be able to review interview question responses, given by historical candidates, to decide whether to adjust the structure of future interview questions.
Where Data Subjects do not feel it appropriate that historical Personal Data is for stored for use in the recruitment process of current or future vacancies, they can request that there data be deleted at any time.
Your rights as a Data Subject (Candidate)
As a candidate for a vacancy where your Personal Data is being stored on a database used to help manage a recruitment process, you are granted a series of rights under GDPR.
Where Interview Coordinator software is being used to store your Personal Data, here is a summary of your rights ………
- The right of consent
The Data Controllers and Data Processors who use the Interview Coordinator software give a commitment to obtain full permission (I.E. “Consent”) to store and process the Personal Data of each candidate being considered for any vacancy .
The Interview Coordinator software makes it easy for Data Controllers to ask candidates to confirm their consent. That consent (or denial) is recorded using a Personal Data permission code and a journal record of the consent confirmation can easily be reviewed on request.
Where candidates add themselves to the Interview Coordinator database by applying for a vacancy through a website, the personal data permission code is set as “Direct Consent”.
Where candidates have given consent via an historical recruitment process but are added to the list of candidates for a new vacancy, the personal data permission code is set as “Assumed consent”. An email is then sent to ask the candidate to confirm that consent.
Where independent research finds possible candidates who have not previously been added to the Interview Coordinator database, the personal data permission code is set as “Legitimate Interest” and an email is sent (or telephone call made) to ask the candidate to confirm their consent to store their Personal Data.
Where a candidate is added to the Interview Coordinator database by a 3rd party (E.G. a recruitment agency) the personal data permission code is set as “Legitimate interest via 3rd party”. In this instance, it is assumed that the 3rd party organisation has already received direct consent to add the candidates’ personal data to the Interview Coordinator database. However, wherever possible, the Data Controller will also send an email asking for Direct Consent.
- The right of access by the data subject:
Any Data Subject (Candidate) can request to review their Personal Data stored on the Interview Coordinator database, at any time.
In accordance with GDPR a request to review personal data can be made through a web page, by telephone or in writing.
The Interview Coordinator software makes it easy for a candidate to make a personal data review request by applying for a verification code via the following web page :
Make a Personal Data review request
On this page the candidate simply enters the email address they used for communications during the recruitment process and a verification email is sent to the candidates’ email address. The email will contain a verification code. The candidate can then enter the verification code into another web page, which will display a complete record of all their Personal Data.
The web pages which show the candidates’ personal data are called the Interview Coordinator “Candidate Administration” pages.
- Right to rectification or erasure:
The Data Subject (I.E. Candidate) can request that their Personal Data is amended or deleted.
In accordance with GDPR a request to amend or delete personal data can be made through a web page, by telephone or in writing.
The Interview Coordinator “Candidate Administration” pages make it easy for Candidates to make a request to the Data Processor and/or Data Controller to amend their Personal Data held in the Interview Coordinator database.
The Interview Coordinator Candidate Administration pages also make it easy for Candidates to delete their Personal Data held in the Interview Coordinator database.
Please note : Candidate Personal Data might include “opinion data” which is stored to help the hiring decision makers decide which person or people they think best to employ.
Candidates cannot request to update or amend this “opinion data” but can request to review or delete this data.
If Candidates have any questions or objections to the Personal Data stored in an Interview Coordinator database, they can contact a representative of the Data Controller by :
Email : Support@interviewcoordinator.com
Telephone : +44 (0)1793 848574
Writing to : Flaxlands Consulting Ltd, Flaxlands Manor, Flaxlands, nr Royal Wootton Bassett, SN4 8DY, UK