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Staff Declaration of Confidentiality Form

  • As part of any recruitment process, City Group Security collects and processes personal data relating to job applicants. The Company is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations under the General Data Protection Regulation (GDPR).

    The purpose of this privacy notice is to make all job applicants aware of how and why we collect and use your personal information, both during and after a job application process.

    What information does the Company collect?

    The Company collects a range of information about you. This includes:

    • your name, address, and contact details, including email address and telephone number.

    • your date of birth, emergency contact numbers, and details of convictions

    • details of your qualifications, skills, experience, and employment history

    • information about your current level of remuneration

    • whether or not you have a disability for which the Company needs to make reasonable adjustments during the recruitment process

    • information about your entitlement to work in the UK.

    • equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.

    • various forms of identification including your Security Industry Authority (SIA) licence, driving licence, birth certificate and copies of pay slips, etc. for vetting purposes.

    The Company collects this information in a variety of ways. For example, data might be contained in a checklist for interview form during telephone interviews, application forms, CVs, from your passport or other identity documents, or collected through face-to-face interviews or other forms of assessment.

    The Company will also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers including information from criminal records checks. The Company will seek information from third parties often before a provisional job offer to you has been made.

    Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email)

    Why does the Company process personal data?

    The Company needs to process data to take steps at your request prior to entering a contract with you. It also needs to process your data to enter a contract with you.

    In some cases, the Company needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.

    The Company 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 the Company to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide whom to offer a job. The Company may also need to process data from job applicants to respond to and defend against legal claims.

    City Group Security relies on legitimate interests as a reason for processing data and has considered whether those interests are overridden by the rights and freedoms of employees or workers and has concluded that they are not.

    The Company processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment. Where the Company processes other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes.

    For many roles, the Company is obliged to seek information about criminal convictions and offences. Where the Company seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.

    The Company will not use your data for any purpose other than the recruitment exercise for which you have applied.

    Who has access to data?

    Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR department, interviewers involved in the recruitment process, Directors, and Managers in the department with a vacancy.

    The Company will not share your data with third parties unless your application for employment is successful and it makes you an offer of employment.

    The Company will not transfer your data outside the European Economic Area. How does the Company protect data?

    The Company takes the security of your data seriously. It has 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 employees in the proper performance of their duties.

    For how long does the Company keep data?

    If your application for employment is unsuccessful, the Company will hold your data on file for six months after the end of the relevant recruitment process. If you request that your data is held for a longer period, this will be agreed with the Company.

    If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment and for 7 years from the date of expiry of the contract of employment.

    Your rights

    As a data subject, you have several rights. You can:

    • access and obtain a copy of your data on request.

    • require the Company to change incorrect or incomplete data.

    • require the Company to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing.

    • object to the processing of your data where the Company is relying on its legitimate interests as the legal ground for processing; and

    • ask the Company to stop processing data for a period if data is inaccurate or there is a dispute about whether your interests override the Company's legitimate grounds for processing data.

    If you would like to exercise any of these rights, please contact: If you believe that the Company has not complied with your data protection rights, you can complain to the Information Commissioner. What if you do not provide personal data?

    • You are under no statutory or contractual obligation to provide data to the Company during the recruitment process. However, if you do not provide the information, the Company may not be able to process your application properly or at all.

    • Your employment at City Group Security Limited gives you access to privilege confidential information relating to the company’s operating systems and customers’ security arrangements.

    It is a condition of your employment/contract that you maintain a level of strict confidentiality regarding all information contained within the company, and at no time, either as an employee or past employee, shall you divulge any such information to any person in a manner likely to cause distress to the company, its staff or customers. This also applies in its strictest sense to any person involved in security screening or as a screening controller.

    Any such breach of confidentiality will result in legal proceedings being taken against the person concerned and will result in immediate dismissal.

  • Employee’s/Worker’s Acknowledgement of Declaration

    I have read and understood the above Declaration of Confidentiality and undertake to maintain the total confidentiality of the company information at all times.
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