This privacy notice covers the use of MHRA recruitment platform, Taleo Recruit, and sets out how we handle your personal data when you apply for a job.
The data we collect
The personal data we may collect from you includes:
Our legal basis for using your data
We process personal data throughout the application on different legal bases.
Contract Processing your data is necessary to move your application forward before signing a contract of work. This concerns employment or pre-employment checks.
Legal obligation the law requires that candidates are entitled to work in the UK.
Public task When we carry out National Security vetting for some roles, we must process personal data to perform a task that’s in the public interest or in the exercise of our official authority.
Processing criminal convictions and sensitive information We collect, use and hold sensitive information such as criminal convictions on the lawful bases of contract, legal obligation and public task.
Processing special category data
Personal data is defined as ‘special category’ when it reveals racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership. It includes: - genetic data - biometric data that uniquely identifies a person - data concerning health - data concerning someone’s sex life or sexual orientation
We process this data when it’s necessary for reasons of substantial public interest for the exercise of our functions. This applies to information about criminal convictions, allegations and offences during baseline security clearance checks.
Why we need your data
We need your data in order to:
How your personal information is collected
We usually collect your personal information when you enter it in Taleo Recruit. We might also collect information from third parties.
These include:
Applications automatically declined
During the application process you'll be asked eligibility questions. You won’t have to disclose sensitive information, and everyone still has an equal opportunity to apply. The system will automatically decline your application if you don't meet the eligibility criteria.
Data security
We have put in place measures to protect the security of your information.
Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we only give access to your personal information to those employees, agents, contractors and other third parties who need to work on your recruitment process.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
Data retention
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for - including legal, accounting, or reporting requirements.
This will depend on:
For documents supporting recruitment, application and sifting the retention period is 1 year.
Your rights
You have the right to:
To make any of these requests or to ask us to transfer a copy of your personal information to another party, contact careers@mhra.gov.uk
Accessing your data
You will not have to pay a fee to access your personal information or to exercise any of the other rights. However, if your request for access is clearly unfounded or excessive we may:
In some cases we will need some information to confirm your identity. This is to ensure that your personal information is not disclosed to someone who has no right to access it.
Questions and complaints
Emailcareers@mhra.gov.uk
If you have a complaint, you can also contact the Information Commissioner, who is an independent regulator set up to uphold information rights.
Changes to this privacy notice
We may change this privacy notice. When we make changes to this notice, the ‘last updated’ date at the top of this page will also change. Any changes to this privacy notice will apply to you and your data immediately. If these changes affect how your personal data is processed, we will take reasonable steps to let you know.