Privacy Notice for candidates
1. What is the purpose of this document?
Petroineos Trading Limited (“PITL”) and PetroChina International (London) Co., Ltd (“PCIL”) are each a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you.
You are being provided with this privacy notice because you are applying for work with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the UK General Data Protection Regulation (UK GDPR).
2. Data Protection Principles
We will comply with data protection law. This says that the personal information we hold about you must be:
a) Used lawfully, fairly and in a transparent way.
b) Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
c) Relevant to the purposes we have told you about and limited only to those purposes.
d) Accurate and kept up to date.
e) Kept only as long as necessary for the purposes we have told you about.
f) Kept securely.
3. The kind of information we hold about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
In connection with your application for work with us, we will collect, store and use the following categories of personal information about you:
- The information you have provided to us in your curriculum vitae and covering letter (your “Application”).
- Information you publically available for the purposes of recruitment on jobs boards, LinkedIn, or other publically available social media networks and databases.
- Other information you have provided in connection with your Application, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, and qualifications.
- Any information you provide to us during an interview.
Where required for a particular role may also collect, store and use the following “special categories” of more sensitive personal information, which require a higher level of protection:
- Information about criminal convictions and offences.
4. How is your personal information collected?
You, the candidate, have provided us with your personal information in connection with your application to work with us.
As part of your application we may also collect personal information from the following sources:
- Sources where you have made your personal information publically available for the purposes of recruitment on jobs boards, LinkedIn, or other publically available social media networks and databases.
- Verifile background check provider, from which we collect the following categories of data: previous employment references, relevant academic references and professional qualifications, identity checks and financial record checks.
- Disclosure and Barring Service in respect of criminal convictions.
- Where Verifile are unable to provide such information, our named referees, from whom we collect previous employment references
Where relevant for a particular role, the following data from third parties is from a publicly accessible source:
- Details of breaches by the Financial Conduct Authority
5. How we will use information about you
We will use the personal information we collect about you to:
- Assess your skills, qualifications, and suitability for the role.
- Keep records related to our hiring processes.
- Comply with legal or regulatory requirements.
If you are successful in your application and an offer is made for the role, we will use personal information we collect about you to:
- Carry out background and reference checks, where applicable.
- Communicate with you about the terms of your offer.
It is in our legitimate interests to decide whether to appoint you to the Role since it would be beneficial to our business to appoint someone to that role.
We also need to process your personal information to decide whether to enter into a contract of employment or other engagement of services with you.
Having received your Application, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your Application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the Role. If we decide to offer you the Role, we will then take up references and/or carry out a criminal record and/or carry out Verifile background checks before confirming your appointment.
If you fail to provide personal information
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
6. How we use particularly sensitive personal information
We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview.
7. Information about criminal convictions
We will collect information about your criminal convictions history if we would like to offer you the Role (conditional on checks and any other conditions, such as references, being satisfactory). We are entitled to carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. In particular, either of the following may be applicable:
- The Role is one which is listed on the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (SI 1975/1023) and is also specified in the Police Act 1997 (Criminal Records) Regulations (SI 2002/233) so is eligible for a standard or enhanced check from the Disclosure and Barring Service.
- The Role requires a high degree of trust and integrity and so we would like to ask you to seek a basic disclosure of your criminal records history.
We have in place an appropriate policy document and safeguards which we are required by law to maintain when
processing such data.
8. Data sharing
We will only share your personal information with the following third parties for the purposes of verifying the information you have provided and undertaking background checks that we, as an employer, are entitled to make and for processing your application: the Disclosure and Barring Service and Verifile. All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
9. Data security
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
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.
10. Data retention
How long will you use my information for?
We will retain your personal information for a period of 12 months after we have communicated to you our decision about whether to appoint you to the Role. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our data retention policy.
If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.
11. Rights of access, correction, erasure, and restriction
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the representative of our HR Department dealing with your application in writing.
12. Right to withdraw consent
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the representative of our HR Department dealing with your application. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
13. Right to lodge a complaint
You also have the right to lodge a complaint with the Information Commissioner’s Office (the “ICO”), the UK data protection regulator. For further information on your rights and how to complain to the ICO, please refer to the ICO website.