Employment applicant privacy notice
This Privacy Notice tells you how PRS for Music Limited ("PRS for Music", "we" or "us") process your personal data. It also describes your data protection rights, including a right to object to some of the processing which PRS for Music carries out. More information about your rights, and how to exercise them, is set out in the Your Choices and Rights section.
We also may provide you with additional information when we collect personal data, where we feel it would be helpful to provide relevant and timely information.
This Privacy Notice applies to all applicants for employment with PRS for Music, International Copyright Enterprise Services Limited ("ICE") and, where applicable, to applicants for either temporary agency positions or consultancy positions with PRS for Music or ICE.
What Personal Data We Collect
We may obtain your personal data because you have applied for a position with PRS for Music or ICE (either directly or through a recruiter). This personal data includes, but is not limited to your name, contact details, date of birth, email address, interests and aspirations including salary expectations, gender, nationality, former employer(s), reason for leaving, reason for seeking employment with PRS for Music or ICE, current notice period, name of the employee referring you, academic background (including professional qualifications), Curriculum Vitae (CV), and any required adjustments to the recruitment process. We will hold, use and process that personal data in accordance with the terms of this Policy.
Please ensure you have the consent of any referee whose details you provide alongside your application for us to use their personal data as outlined in this Policy.
Verification and Staff Checks
For some positions, it will be necessary for us to verify the details you have supplied (for example in relation to your identity, academic credentials or your employment history) or to check for driving endorsements where you will have access to a company vehicle. The level of required checks will vary by position and will usually be conducted at as late a stage as is practicable in the recruitment process and often only after you have been selected for the position. If your application is successful, we will provide further information about the checks involved and will obtain any necessary consent prior to completing such checks.
Why We Collect, Use and Store this Personal Data
We collect, use and store your personal data for the reasons set out below.
We may process your personal data for the following purposes:
- As required to operate our business and to pursue our legitimate interests to: make informed decisions on recruitment and ensure your suitability for the role or to keep you in mind for future roles; allow us to carry out automated decision making at the initial stages of the process in order to manage the volume of applications received; answer your enquiries; improve our recruitment processes and activities; manage our IT systems; and to conduct group administration.
- In order to comply with applicable laws and protection of our legitimate business interests and legal rights including but not limited to, use in connection with legal claims, compliance, regulatory investigative and disciplinary purposes (including disclosure of such information in connection with legal process or litigation).
We may also ask for your consent to carry out certain verification and staff background checks where this is required in connection with your role (for example, checking for driving endorsements where you will have access to a company vehicle). Where we do process data based on consent, your consent can be withdrawn at any time.
If it is mandatory for you to provide data for these purposes, we will make this clear at the time the data is collected and will also explain what will happen if you do not provide the data.
How We Share Your Personal Data
We may share some of your personal data with other entities in the PRS for Music corporate group, including ICE, PRS for Music Members Benevolent Fund and the Network of Music Partners for recruitment purposes.
Your personal data will also be shared with companies providing services under contract to PRS for Music and/or ICE, such as help desk providers and IT hosting and/or IT maintenance providers.
Your Choices and Rights
You have the right to ask PRS for Music for a copy of your personal data; to correct, delete or restrict processing of your personal data; and to obtain the personal data you provide in a structured, machine readable format. In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement). Where we have asked for your consent, you may withdraw consent at any time. If you ask to withdraw your consent to PRS for Music processing your data, this will not affect any processing which has already taken place at that time.
You can take some actions in respect of your personal data yourself (for example, using the self-service function to review, delete or amend certain information on the Access recruitment portal), but you can also get in touch with us to exercise any of the rights listed above by using the details set out under the 'Contact Us' section, below.
These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law or have compelling legitimate interests to keep. If you have unresolved concerns, you have the right to complain to a data protection authority.
Retention of your Personal Data
If your application is successful, we will retain your personal data for the period of your employment in line with our employee privacy notice (which will be provided to you separately).
If your application is unsuccessful, your details will be deleted from PRS for Music's recruitment systems after 9 months from the date you submitted your details to PRS for Music.
Updates to this Privacy Notice
This Privacy Notice may be updated periodically. We will update the date at the top of this Privacy Notice accordingly and encourage you to check for changes, which will be available at on the Access Recruitment portal. On some occasions, we may also actively advise you of specific data handling activities or significant changes to this Privacy Notice, as required by applicable law.
If you have questions about this Privacy Notice or wish to contact us for any reason in relation to our personal data processing, please contact us at ~firstname.lastname@example.org