MORAY OFFSHORE WINDFARM (EAST) LIMITED JOB APPLICANT  PRIVACY NOTICE

1.    PURPOSE OF THIS NOTICE

1.1    As part of any recruitment process, Moray East collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data, and to meeting our data protection obligations.
1.2    For the purposes of this notice, the controller of your Personal Data is Moray Offshore Windfarm (East) Limited, a company incorporated under the Companies Act (Company Number 7101438) and having their Registered Office at C/O Shepherd and Wedderburn LLP, Condor House, 10 St. Paul's Churchyard, London, United Kingdom, EC4M 8AL ("the Company" “Moray East” or "we"). See section 9 of this notice for the contact details of our Head of Legal.

2.    SCOPE

This notice applies to every applicant for a position with the Company (including temporary and fixed term contract employees and secondees) and applicants for classes of workers such as consultants, representatives, applicants, former applicants, agency, casual workers, contractors, contract workers and those on work placements. For ease of interpretation, all of the foregoing are referred to in this Notice as “employment.”

3.    INFORMATION COLLECTION

3.1    Moray East collects a range of information about you. This includes:

• 3.1.1    Your name, address and contact details, including email address and telephone number;
• 3.1.2    Details of your qualifications, skills, experience and employment history;
• 3.1.3    Information about your current level of remuneration, including benefit entitlements;
• 3.1.4    Whether or not you have a disability for which Moray East needs to make reasonable adjustments during the recruitment process; and
• 3.1.5    Information about your entitlement to work in the UK.

3.2    Moray East may collect this information in a variety of ways. For example, data may be contained in application forms, CVs or resumés, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests.
3.3    Moray East may also collect personal data about you from third parties, such as references supplied by former employers. Moray East will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so, unless you have expressly given Moray East permission to collect references prior to a job offer being made.
3.4    Data will be stored in a range of different places, including on your application record, in HR management systems and other IT systems (including emails).
3.2    Moray East may collect this information in a variety of ways. For example, data may be contained in application forms, CVs or resumés, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests.
3.3    Moray East may also collect personal data about you from third parties, such as references supplied by former employers. Moray East will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so, unless you have expressly given Moray East permission to collect references prior to a job offer being made.
3.4    Data will be stored in a range of different places, including on your application record, in HR management systems and other IT systems (including emails).

 
4.    REASONS FOR PROCESSING PERSONAL DATA

4.1    Moray East needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you.
4.2    In some cases, Moray East needs to process data to ensure it is complying with its legal obligations. For example, it is required to check a successful application’s eligibility to work in the UK before employment starts.
4.3    Moray East 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 Moray East to manage the recruitment process; access and confirm a candidate’s suitability for employment, and decide to whom to offer a job. Moray East may also need to process data from job applicants to respond to and defend against legal claims.
4.4    Moray East may process information about whether or not applicants are disabled, to make reasonable adjustments for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
4.5    If your application is unsuccessful, Moray East may keep your personal data on file in case there are future employment opportunities for which you may be suited. Moray East will ask for your consent before it keeps your personal data for this purpose and you are free to withdraw your consent at any time.

5.    ACCESS TO DATA

5.1    Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the recruitment 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). Moray East will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. Moray East may then share your data with former employers to obtain references for you.

6.    PROTECTING YOUR DATA

6.1    Moray East takes the security of your data seriously. It has internal policies and controls in place to ensure your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

7.    RETENTION PERIOD FOR  DATA

7.1    If you application for employment is unsuccessful, Moray East will keep your data on file for one year after the end of the relevant recruitment process. If you agree to allow Moray East to keep your personal data on file, Moray East will hold your data on file for a further year for consideration for future employment opportunities. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed.
7.2    If your application is successful, personal data gathered during the recruitment process will be transferred to your HR file and retained during your employment. The periods for which your data will be held will be provided to you in an employee privacy notice.

8.    YOUR RIGHTS

8.1    As a data subject, you have a number of rights. You can:

• 8.1.1    Access and obtain a copy of your data on request;
• 8.1.2    Require Moray East to change incorrect or incomplete data;
• 8.1.3    Require Moray East to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
• 8.1.4    Object to the processing of your data where Moray East is relying on its legitimate interest as the legal grounds for processing

9.    CONCERNS REGARDING YOUR PEERSONAL DATA

9.1    If you have any concerns about the way your Personal Data is being used or processed by the Company or you are not satisfied, or you wish to exercise any of your rights set out in clause 8 above, please contact our Head of Legal in writing at 5th Floor, Atria 1, 144 Morrison Street, Edinburgh EH3 8EX.
9.2    If you are not satisfied by the effort and response by the Company, you have the right to lodge a complaint with the Information Commissioner’s Office. Full details on how to do this may be accessed on the ICO website: https://ico.org.uk/concerns/

10.    CHANGES TO THIS NOTICE
10.1    This notice forms part of the Moray Offshore Windfarm (East) Limited employee job application terms. We may amend this notice from time to time, in whole or part, at our sole discretion, and any changes to this notice will be effective immediately upon publishing the revised relevant terms.
10.2    If at any time we decide to use your Personal Data in a manner significantly different from that stated in this notice, or otherwise disclosed to you at the time it was collected, we will notify you, and you will have a choice as to whether or not we use your information in the new manner.

11.    NOTICE AND COMPLIANCE
11.1    You are under no statutory or contractual obligation to provide data to Moray East during the recruitment process. However, if you do not provide the information, Moray East may not be able to process your application properly or at all.

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