Privacy Notice: HireRight Internal Candidates
When joining HireRight, or where required during your employment, your background information will be verified in accordance with HireRight’s employment policies. In respect to your personal data HireRight is the Data Controller.
How do the Services work?
HireRight will determine what personal data is collected and processed in context of the role that you are applying for.
You will be invited to participate in the Services via a candidate invite. The Services are provided via a secure platform (the “Services Platform”) which will be accessed through a secure link provided in the candidate invite. Once you have accessed the Services Platform you will be asked to create an account accessible only by yourself using your unique user ID and a secure password which you create yourself.
Once your account is created you will be asked to read an Information Notice which will contain all the details you need to know about the Services. Only when you have read and understood the Information Notice will you be asked to enter any personal data into the Services Platform.
On what basis do you process my personal data?
You will be asked to provide your consent for HireRight to collect and process your personal data. You will be provided with enough information to ensure that your consent is fully informed. You will not be asked to provide your consent until you have read and understood the Information Notice and you are encouraged to contact the local HR representative or HireRight Data Protection Officer (details below) if you have any questions in respect to the nature of the Services and the extent of the processing of your personal data so that you can exercise choice and control.
You may withdraw your consent at any time and HireRight work have processes in place to deal with this.
What personal data do we collect?
In order to provide the Services, and to ensure that any information reported is accurate, your personal data must be collected. You will be asked to provide on the personal data that is required to perform the Services. The types of personal data that may be requested could include:
Type of personal data
Reason for collecting
Name (and former names)
This is how we are able to identify you when performing the Services. We ask for your name as it appears on your government issued ID and also any names that you may also be known as, or have been formerly known by. This is important particularly where you may be known professionally by a name other than that shown on your government ID document.
Date of Birth
Collecting this information increases the accuracy of results provided by sources.
This is to ensure that HireRight can keep in touch with you during the provision of the Services. HireRight does not use your contact details for any other purpose and these details are deleted from the Services Platform in accordance with retention polices.
HireRight perform verifications over a certain period of time (the “Search Depth”). Therefore HireRight needs your address history covering the search depth to identify in which locations certain searches are to be conducted. Collecting address history also increases the accuracy of results returned from sources.
We require that this information be verified in accordance with the Search Depth.
We require that this information be verified and in most cases requires the highest level of education achieved.
To support the verification of your employment history you may be asked to provide the contact details of a referee. You must always ensure that you have the referees consent to do so. These contact details are not shared with any third party.
This may be required by sources from which information is obtained as the records kept by that source are associated with a government ID Number.
Some sources require that this information is provided in order to return results.
You may be asked to provide supporting documents during the course of the Services. These supporting documents may include a number of items and will dependent on the type of background checks you are subject to. By way of example you may be asked to upload (where lawful to do so) a copy of your government issued ID; certificates showing professional qualifications; documents that verify any gaps in your employment history.
The Information Notice that you will access when you log in to the Services Platform provides further detail of the personal data collected and what Services that personal data will be used for.
The Services Platform collects session cookies only which are stored on your computer only during your web session. They are automatically deleted when the browser is closed. They usually store an anonymous session ID allowing you to browse a website without having to log in to each page. They do not collect any information from your computer.
What personal data will be processed?
The personal data processed during the Services will be determined in accordance with the role to which you are applying. You will always have your employment and education background verified but HireRight may also include bespoke checks such credit, criminal or open source verifications, where lawful to do so. A copy of the HireRight screening policy can be request via the HireRight Data Protection Officer or your local HR representative.
All relevant information will be set out in the Information Notice that you will access from the Services Platform so that you are fully informed of the nature of the Services.
When does HireRight transfer data?
Your personal data may be transferred in these circumstances:
Within the HireRight group company in the form of a Screening Report at the conclusion of the Services;
To a third party in order to fulfil the Services. The third party may be located outside the European Economic Area.
To HireRight’s Group Companies:
As part of the Services HireRight produces a Screening Report detailing the results of any verifications performed against the personal data you provide to us via the Services Platform. This Screening Report is accessed by the relevant local HR Representative but may also be accessed by the HR team in other locations where necessary to on board you or as part of your ongoing employment.
To a third party:
The third parties are organizations, institutions, agencies or individuals from which information is collected for the purposes of fulfilling the Services only and may include local vendors, employers, educational establishments, referees, government agencies, courts, data providers or repositories (“Source” or ““Sources”) or HireRight’s representatives (“Representatives”) who are performing specific research in connection with the Services (together “Third Parties”).
In respect to a transfer of your personal data to a Source or Sources outside of the EEA, this will be dependent on your footprint during the screening period set by HireRight’s Client. Where your footprint is outside the EEA, your personal data will need to be transferred to the relevant Source(s).
How do we ensure your personal data is safe?
HireRight is committed to protecting your personal data. Measures are in place to protect personal data from accidental loss and from unauthorized access, use, alteration or disclosure and information security measures are in place, including access controls, physical security and robust information collection, storage and processing practices. HireRight also ensure that where electronic transfer of Personal Data to/from its representatives takes place that such transfers are also appropriately protected and are in compliance with relevant data protection legislation and in accordance with any instructions provided by a data source. Provisions are in place within HireRight in order to ensure an adequate level of data protection for all transfers of personal data outside of the EEA.
HireRight is ISO 27001 certified.
Does HireRight operate any automated decision making?
No: we do not make any decisions at all in respect to you or your personal data whether that is automated or otherwise.
Does HireRight use personal data for any reason other than the provision of the Services?
In respect to background checks, the information you provide is only used for these purposes.
How long is personal data retained for?
HireRight’s standard data retention policy on the Services Platform is 6 months from the date that the Screening Report is completed.
If you become a HireRight employee, or you are currently a HireRight employee, your personal data will be held and stored in accordance with HireRight’s own internal employment policies.
How can you exercise your rights under relevant privacy laws?
You have certain rights arising from privacy legislation in respect to the personal data that will be processed in relation to the pre-employment screening, such as rights of access, rectification and erasure. If you wish to exercise such rights please contact the HireRight Data Protection Officer at firstname.lastname@example.org.
How can I withdraw my consent for HireRight to process my personal data?
You can withdraw or modify your consent for future collection or use of your personal information at any time.
In the event that you withdraw your consent we will cease to process your personal data, whether that be all your personal data or a specific component to which the withdrawal of consent relates. We encourage you to speak to your HR representative or the HireRight Data Protection Officer to discuss any concerns or reasons that led to the withdrawal of your consent.
How do I make a complaint?
We commit to handle your personal data in a way that provides you comfort and confidence. However, if at any time you have concerns over the handling of your personal data please contact the HireRight Data Protection Officer at email@example.com. We are committed to protecting your personal data and investigating and resolving any complaints about our collection or use of your personal data.