Applicant Privacy Notice

In making an application for employment with Unum, Unum has a lawful basis to collect and process information about you. This privacy notice provides information to you on how your personal information is used as part of the recruitment process.

We are committed to meeting our data protection obligations and in accordance with the requirements of the Data Protection Act 2018 and the General Data Protection Regulations (GPDR) it is confirmed that:

• The data controller is Unum, Milton Court, Dorking, RH4 3LZ
• Details of Unum’s Data Protection Officer are available on our website, www.unum.co.uk

What information do we collect?

Unum collects and processes a range of information about you. This includes:

• Your name, address and contact details, including email address and telephone number;
• Details of your employment history, experience, skills and qualifications;
• Information about your current level of remuneration, including benefits;
• Whether or not you have a disability for which we need to make reasonable adjustments during the recruitment process.
• Information about your entitlement to work in the UK.
• Any adverse financial information recorded against the you and details of your inclusion on any expanded sanctions lists; and
• Information about any criminal records recorded against you.

We collect this information in a number of ways including from CV’s provided at the time of your application, from driving licenses, passports or other identity documents collected through interviews or other forms of assessments such as psychometric tests where these are appropriate in the selection process.

We will also receive personal data about you from third parties, such as references supplied by previous employers, information from credit references agencies and information from criminal records checks permitted by law.

Personal data is stored in your personnel file in Workday Recruiter, the online portal used to make your application. This may also be stored within HR’s shared network drive and email system but will be updated into Workday Recruiter and deleted from the network drive/email system once we are satisfied that no further action is required.

Why do we process personal data?

We need to process your personal data to take the necessary steps required, with your agreement, prior to entering into an employment contract with you.

We need to process your data to ensure that we comply with our legal obligations, for example, to check that you are eligible to work in the UK before employment commences and we need to check for information about criminal convictions and offences.

Unum has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job.

We may process special categories of personal data such as information about health and disability to make reasonable adjustments for candidates where appropriate. We process such information to ensure that we carry out our obligations and exercise specific rights in relation to employment.

If your application is unsuccessful we will keep your personal data on file in case there are future employment opportunities for which you may suited. We will ask for your consent before keeping your data for this purpose and you are free to withdraw your consent at any time.

Who has access to this data?

Your information may be shared internally, including with members of the HR team, payroll, relevant business managers and IT staff if access to the data is necessary.

We share your data with third parties in order to obtain pre-employment, obtain background employment checks such as credit reference checks from Vero and criminal records checks from the Disclosure and Barring Service. We may also share your data with third parties in the context of a sale of some or all of our businesses in which case the data will be subject to confidentiality arrangements.

Unum UK is part of the Unum Group headquartered in the USA and therefore your data may be transferred outside the EEA to the USA and is transferred on the basis of a Data Transfer Agreement between Unum Group and Unum UK.

How we protect personal data

We take the security of your data seriously. We have 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 its employees in the performance of their duties. Access to personal data is restricted to the needs of each role within Unum.

How long do we keep your personal data for?

If your application is unsuccessful and if you agree, we will hold your personal data on file for 2 years after the end of the relevant recruitment process for consideration for future employment opportunities. At the end of the period, your data will be deleted.

If your application is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. You will be provided with a new privacy notice as an employee.

Your rights

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

• Access and obtain a copy of your data on request;
• Require us to change incorrect or incomplete data;
• Require us to delete or stop processing your data, for example where it is no longer necessary for the purposes of processing; and
• Object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights you should contact the Data Protection team on dataprotectionqueries@unum.co.uk

If you believe that we have 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 us during the recruitment process but if you do not provide the information we may not be able to process your application properly or at all.

Automated decision making

Unum does not base any recruitment decisions solely on automated decision making.