Job applicant privacy notice

Transsnet Payment Ltd is aware of its obligations under the General Data Protection Regulation (GDPR) and is committed to processing your data securely and transparently. This privacy notice sets out, in line with GDPR, the types of data that we collect and hold on you as a job applicant. It also sets out how we use that information, how long we keep it for and other relevant information about your data. We also make a commitment to treat data that is processed from outside of the EEA (for example from applicants from Africa) with the same stringent commitments of requirements. 


Data controller details

Transsnet Payment Ltd is a data controller, meaning that it determines the processes to be used when using your personal data.


Data protection principles

In relation to your personal data, we will:

  • process it a fair, lawful, clear and transparent way
  • collect your data only for reasons that we find proper in the course of your application in ways that have been explained to you
  • ensure it is correct and up to date
  • keep your data for only as long as we need it
  • process it in a way that ensures it will not be used for anything that you are not aware of or have not consented
  • ensure that your data is secure


Types of data we process

We may hold many types of data about you, including your:

  • personal details: including your name, address, date of birth, email address, and contact telephone numbers
  • photograph (we will not request this information – it will be processed only when provided without request as part of your CV/Resume)
  • gender
  • marital status (we will not request this information – it will be processed only when provided without request as part of your CV/Resume)
  • whether or not you have a disability (we will only request this information if it is required for the purposes of making reasonable adjustments for interview arrangements)
  • information included on your CV/Resume including references, education history and employment history
  • documentation relating to your right to work in the country for which you are applying to work and according to the legal requirements of that country.




How we collect your data

We collect data about you in a variety of ways including the information you would normally include in a CV/Resume and/or a job application cover letter, or notes made by us during a recruitment interview. Further information may be collected directly from you if you are offered a role with Transsnet. This may include, for example, your bank details, emergency contact details and next of kin details. Other details may be collected directly from you in the form of official documentation such as your driving licence, passport or other right to work evidence. This will only be the case if you have been offered a conditional offer of employment.  

In some cases, we will collect data about you from third parties, such as employment agencies and former employers when gathering references.

Personal data is kept in organised files, within Transsnet’s applicant tracking system, filing system and IT systems.


Why we process your data

The European laws on data protection allows us to process your data for certain reasons only:

·       Consent

·       in order to perform the employment contract that we are party to

·       in order to carry out legally required duties

·       in order for us to carry out our legitimate interests

·       to protect your interests and

·       where something is done in the public interest.


All the processing carried out by us falls into one of the permitted reasons. In general, we will rely on the first four reasons set out above to process your data. We need to collect your data to ensure we are complying with legal requirements such as:

·       carrying out checks in relation to your right to work; and

·       making reasonable adjustments for disabled applicants.


We also collect data so that we can carry out activities which are in the legitimate interests of Transsnet:       

  • making decisions about whom to offer employment to
  • making decisions about salary and other benefits
  • assessing training needs
  • dealing with legal claims made against us

If you are unsuccessful in obtaining employment, we may seek your consent to retain your data in case other suitable job vacancies arise for which we think you may wish to apply. You are free to withhold your consent to this and there will be no consequences for withholding consent.


Special categories of data

We do not actively request or gather any special categories of data as part of any job application process. However, if certain information is disclosed to us, we will process such data in line with GDPR and domestic laws.


We must process special categories of data in accordance with more stringent guidelines. Most commonly, we will process special categories of data when the following applies:

·      you have given explicit consent to the processing

·      we must process the data in order to carry out our legal obligations

·      we must process data for reasons of substantial public interest

  • you have already made the data public.


We will use your special category data:

  • dealing with legal claims made against us


If you do not provide your data to us

One of the reasons for processing your data is to allow us to carry out an effective recruitment process. Whilst you are under no obligation to provide us with your data, we may not able to process, or continue with (as appropriate), your application.


Sharing your data

Your data will be shared with colleagues within Transsnet where it is necessary for them to undertake their duties with regard to recruitment. This includes, for example, those responsible for screening your application and undertaking interviews, those managers in the relevant department where the vacancy is located, those who will work closely with the occupant of the vacant role, and any administrator who may require contact details for the purposes of scheduling interviews. Your data may be shared with a third-party HR Consultant if they have involvement in the selection process or offer process. Any such a third party will work in accordance with our Data Protection rules and processes.

In some cases, we will collect data about you from third parties, such as recruitment and employment agencies if this has been part of the recruitment process and/or if you are made a conditional offer of employment.

Your data will be shared with third parties if you are successful in your job application. In these circumstances, we will share your data to obtain references as part of the recruitment process and to establish an appropriate offer.

Transsnet Payment Ltd does not share the job application data of UK applicants with bodies outside of the European Economic Area (EEA). Job application data of applicants from outside of the EEA applying for roles to be based outside of the EEA maybe shared in accordance with the legal requirements of their country.

Protecting your data

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such.

Third parties must implement appropriate technical and organisational measures to ensure the security of your data.


How long we keep your data for

In line with data protection principles, we only keep your data for as long as we need it for and this will depend on whether or not you are successful in obtaining employment.

If your application is not successful and we have not sought consent, or you have not provided consent upon our request to keep your data for the purpose of future suitable job vacancies, we will keep your data for a period of 6 months after a successful applicant has accepted the offer. At the end of this period, we will delete or destroy your data.

If your application is successful, your data will be kept and transferred to systems administered for employees.


Automated decision making

No decision will be made about you solely on the basis of automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.


Your rights in relation to your data

The law on data protection gives applicants from the EEA certain rights in relation to the data we hold. These are:


  • the right to be informed. This means that we must tell you how we use your data, and this is the purpose of this privacy notice
  • the right of access. You have the right to access the data that we hold on you. To do so, you should make a subject access request
  • the right for any inaccuracies to be corrected. If any data that we hold about you is incomplete or inaccurate, you are able to require us to correct it
  • the right to have information deleted. If you would like us to stop processing your data, you have the right to ask us to delete it from our systems where you believe there is no reason for us to continue processing it
  • the right to restrict the processing of the data. For example, if you believe the data we hold is incorrect, we will stop processing the data (whilst still holding it) until we have ensured that the data is correct
  • the right to portability. You may transfer the data that we hold on you for your own purposes
  • the right to object to the inclusion of any information. You have the right to object to the way we use your data where we are using it for our legitimate interests
  • the right to regulate any automated decision-making and profiling of personal data. You have a right not to be subject to automated decision making in way that adversely affects your legal rights.


Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.


Data Protection Officer

Transsnet Payment Ltd has appointed Jon Berry as the person with responsibility for data protection compliance within the Company. Questions about this notice, or requests for further information, should be directed to him.