Avalon Careers Privacy Policy

Here we explain the lawful basis for processing your data and how we (Avalon Trustee Company Limited) will handle your data when you apply for a career with Avalon. You should read this policy in conjunction with Avalon’s Privacy and Cookie Policy you will find on our website.

Our Lawful Basis For Processing Your Data When You Apply For A Career With Avalon

The law on data protection allows us to process your data for certain reasons only in relation to your employment application and these are set out below with the legitimate reason for processing. If you do not provide us with this information we will not be able to progress your application.

Legal obligation

  • Carrying out checks in relation to your right to work in the UK
  • Making reasonable adjustments for disabled employees

Our legitimate interests

  • Making recruitment decisions in relation to both initial and subsequent employment e.g. promotion
  • Making decisions about salary and other benefits
  • Making decisions about contractual benefits to provide to you
  • Assessing training needs
  • Dealing with legal claims made against us
  • Preventing fraud

The Data We Collect About You

We collect several categories of personal data during a prospective employee application. We keep this data in our recruitment file relating to each vacancy and we also hold the data within our computer systems, for example, recruitment logs.

Specifically, we hold the following types of data:

  • personal details such as name, address, phone numbers;
  • name and contact details of your next of kin;
  • your photograph;
  • your gender, marital status, information of any disability you have or other medical information;
  • right to work documentation and National Insurance number;
  • information on your race and religion for equality monitoring purposes;
  • information gathered via the recruitment process such as that entered into a CV or included in a CV cover letter, completed in a web enquiry or provided at interview;
  • information gathered to support your suitability to the role such as references from former employers or referees and details on your education and employment history;
  • information to support your good repute such as credit references and criminal convictions.
  • where you are required to drive as part of the role details of your driving licence and insurance.

It is the responsibility of all applicants to ensure that the information provided to us is accurate and up to date. Failure to do so may result in the withdrawal of your application or, termination of employment where this information was relied upon for your application

We will collect SENSITIVE data during the application process which may include details of your:

  • health
  • ethnic group
  • religion
  • trade union membership
  • criminal background (DBS) checks

And we carry out processing when using special category data for:

  • the purposes of equal opportunities monitoring
  • determining reasonable adjustments in the workplace

How We Collect Your Personal Data

You provide several pieces of data to us directly during the recruitment process. We may also collect data about you from third parties, such as employment agencies, former employers and referees when gathering references or credit reference agencies.

Should you be successful in your job application, we will gather further information from you, for example, your bank details and next of kin details, once your employment begins.

We may also collect criminal conviction data where it is appropriate given the nature of your role and where the law permits us. This data will usually be collected at the recruitment stage, however, may also be collected during your employment. We use criminal conviction data to determine your suitability, or your continued suitability for the role.

Who We Share Your Data With

Employees within our company who have responsibility for recruitment will have access to your data which is relevant to their function. All employees with such responsibility have been trained in ensuring data is processing in line with GDPR. 

Data is shared with third parties for the following reasons:

  • Suppliers, service providers and partners who work with us and provide administration and support services. For example in conducting right to work checks, candidate screening/assessment and, if applicable criminal background checks.
  • Other group companies, who provide us with administration and support services
  • Government agencies, regulatory bodies and law enforcement agencies where we are obliged to by law
  • We may also share your data with third parties as part of a Company sale or restructure

Third parties must implement appropriate technical and organisational measures to ensure the security of your data. We will not share your data with our marketing processes without consent.

Retention Periods

We only keep your data for as long as we need it for, which,

  • in relation to unsuccessful candidates is up to 2 years
  • in relation to successful candidates will be 6 years following the termination of your employment  

Where you have provided consent to our use of your data, you also have the right to withdraw that consent at any time. If your application is successful, your data will be kept and transferred to the systems we administer for employees.

Automated Decision Making

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

Your Rights

Your rights are governed by European law and you can find out more about our privacy policy and how we process your data in our Privacy and Cookie Policy.

Contact us

Provide your details and click 'SUBMIT MY ENQUIRY'. Avalon will contact you by either email, phone or SMS message in reply to your enquiry. Please read and accept our Privacy & Cookie Policy and Terms of Use. We promise not to share your information. Thank you.;