Latest News

Recruiting on behalf of our clients.

From time to time People Matters HR will undertake recruiting activities for our clients. People Matters HR will recruit the best person for any vacancy that arises irrespective of a candidates age, gender, race, ethnic or national origin, domestic circumstances, social and employment status, religion or belief, sexual orientation, disability or other grounds which are irrelevant to the post, in accordance with our Equality and Diversity policy.

Record Keeping / Documentation and Disposal

People Matters HR is committed to being transparent about how it collects and uses the personal data of its workforce, and its clients workforce to meet its data protection (GDPR) obligations.

Our GDPR Privacy Statement sets out People Matters HR’s own commitment to data protection, and individual rights and obligations in relation to personal data. All our clients have similar privacy statements and GDPR policies.

This policy applies to the personal data of job applicants, employees, workers, apprentices and former employees, referred to as HR-related personal data.

This policy also applies to the personal data of applicants for vacancies which People Matters HR are engaged to manage and process on behalf of clients.

Definitions

Personal data” is any information that relates to a living individual who can be identified from that information. Processing is any use that is made of data, including collecting, storing, amending, disclosing or destroying it.

“Special categories of personal data” means information about an individual’s racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, sex life or sexual orientation and genetic and biometric data.

“Criminal records data” means information about an individual’s criminal convictions and offences, and information relating to criminal allegations and proceedings.

Person Responsible

People Matters HR has appointed Niel Cope as the person with responsibility for data protection compliance within People Matters HR. He can be contacted at niel.cope@peoplemattershr.co.uk Questions about this policy, or requests for further information, should be directed to him.

What information does People Matters HR collect when recruiting? 

 People Matters HR collects and processes a range of information about you on behalf of their clients, when recruiting for vacant positions.
This includes: 

• your name, address and contact details, including email address and telephone number, date of birth and gender; 
• details of your current employment; 
• details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers. 
• information about your remuneration, including entitlement to benefits such as pensions, medical insurance cover or child care vouchers;
• information about your nationality and entitlement to work in the UK; 
• information about whether People Matters or their client should make reasonable adjustments in the recruiting process; 

People Matters HR collects this information in a variety of ways. For example, data is collected through application forms, CVs or resumes; obtained from your passport or other identity documents such as your driving licence or through interviews, meetings or other assessments. 
 
In some cases, People Matters HR collects personal data about you from third parties, such as references supplied by former employers, information from employment background check providers, DBS, information from credit reference agencies etc.

Automated decision-making

Employment decisions are not based solely on automated decision-making, however some questions within the initial stages of the recruitment process are automated.

Retention and Access to your Personal Information

Accurate records of the recruitment process will be maintained.  Feedback will be provided to candidates on request. Applicants who have not been successful will have their details held for six months in the Easy Web portal in order to respond to any claims of unfair practice.  After which time all information relating that particular recruitment scheme will be deleted. Candidates judged to be appointable but not first choice will be placed on a ‘reserve’ list and considered for future employment within People Matters HR.  Their details will also be held for a six months (180 days) and then deleted.
 
All records relating to the successful candidate will be placed on their personal file in BreatheHR and will be retained as part of the new employee’s employment history.
 
Each employee has a password protected profile in BreatheHR and can access documents that are specific to them. People Matters HR staff and trained authorised managers and directors with individual passwords will also have access to certain information. Access is fully auditable.

Why does People Matters HR process personal data? 

People Matters HR needs to process data to enter into an employment contract with you and to meet its obligations under your employment contract. For example, it needs to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer expenses, benefits, pension and insurance entitlements. 
 
In some cases, People Matters HR needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check an employee’s entitlement to work in the UK.
 
Some special categories of personal data, such as information about health or medical conditions, is processed to carry out employment law obligations (such as those in relation to employees with disabilities to make reasonable adjustments and for health and safety purposes).  
 
People Matters HR will not transfer your data to countries outside the European Economic Area.