Staff Vacancies
Recruitment Privacy Notice
Recruitment Privacy Notice
1. What is this notice?
This notice applies to individuals applying to work with us, including prospective directors, employees, trainees, apprentices, work experience students, workers, consultants and contractors. It applies whether the work applied for is part time or full time; or permanent, temporary or for a fixed term.
We are a data 'controller', which means we are responsible for deciding how we hold and use your personal information.
This notice explains how and why we will collect and use your personal information in the context of the recruitment process and your rights in relation to your personal information. We may amend this notice at any time.
2. Your personal information
In this privacy notice, 'your personal information' means your personal data i.e. information about you from which you can be identified. Sections 5 and 6 below set out your personal information that we may process.
Your 'personal information' does not include data where the identity has been removed (anonymous data).
It is important that your personal information is accurate and up to date. Please inform us if your personal information changes during the recruitment process.
3. Special categories of personal information
'Special categories of personal information' means information about your racial or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; health; sex life or sexual orientation; criminal convictions, offences or alleged offences; genetic data; or biometric data for the purpose of uniquely identifying you.
Data marked * in the table at section 5 below, and data described at section 6, falls within these 'special categories' or might disclose special categories of personal information. We must have additional legal grounds for processing special categories of personal information, and these grounds are set out at sections 5 and 6 below.
4. Where does your personal information come from?
Your personal information will come from you or us, and may also come from the following sources:
Recruitment agencies and apprenticeship providers may provide us with the following personal information: personal contact details, qualifications, schools attended, details of previous employment(s), skills and experience, hobbies and interests, and interview notes.
Credit reference agencies may provide us with the following personal information: personal contact details, date of birth, details of credit accounts and usage and an overall credit score.
Former employers or other referees, whom you have given us permission to contact, may provide us with the following personal information: role(s) held, dates of employment, details of skills and capabilities and any other information that helps to assess your suitability for the position applied for.
IBAT College Dublin staff may provide us with: personal information about you if they are referring you for recruitment.
Medical professionals may provide us with the following personal information: information relating to any disability that you may have, the effects of that disability, and adjustments that may need to be made to the recruitment process as a result of that disability.
Professional bodies such as the, Chartered Accountants Ireland, Law Society may provide us with the following personal information: qualifications, registrations, practising certificates, accreditation details and membership details.
Internships – IBAT College Dublin accepts Erasmus+ internships from students across Europe through ADC College. This provides the students with useful work experience, making them grow personally, and help them practice their English skills.
Google and social networking accounts (such as LinkedIn): as part of the recruitment process we may source personal information relating to roles you have held, details of skills and capabilities and any other information that helps us to assess your suitability for the position applied for.
Garda Vetting: as described at section 6 below.
Some of the sources above will only be relevant in certain circumstances, or if you have applied for a particular role. If you would like more information on the source of your personal information please contact This email address is being protected from spambots. You need JavaScript enabled to view it..
5. Processing your personal information
We may process your personal information during and after the recruitment process. This may include collecting your personal information, recording it, storing it, using it, amending it, destroying it and, in some circumstances, disclosing it.
In general, we process your personal information for the reasons, and on the legal grounds set out in the following table, and also to:
Retain records relating to the recruitment process;
Establish, exercise or defend legal claims;
Comply with the law or requirements of any regulator; and
Protect your vital interests or those of another person (in exceptional circumstances, such as a medical emergency).
Reason for processing your personal information | Legal ground(s) for processing, and legitimate interest (where applicable) | Your personal information |
Contact you regarding the recruitment process and any offer of work | To enter a contract | Personal contact details (including name, address, email, telephone number) |
Make a decision about your recruitment or appointment, including assessing your skills, qualifications and suitability for the work | To enter a contract For our legitimate interests:
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If you have accepted an offer of work from us that is subject to such checks:
| To enter a contract For our legitimate interests:
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Determine the terms of any potential contract between you and us | To enter a contract To comply with a legal obligation | Offer letter, and proposed contract between you and us |
If you have accepted an offer of work, check you are legally entitled to work in Ireland | To enter a contract To comply with a legal obligation | Documentation confirming your right to work in Ireland |
Consider reasonable adjustments to the recruitment process for disabled applicants | To enter a contract To comply with a legal obligation For our legitimate interests:
*For special categories of information:
| Information about a disability, the effects of that disability, and adjustments that may need to be made to the recruitment process as a result of that disability* |
Carry out equal opportunities monitoring. | For our legitimate interests:
*For special categories of information:
| The following information you have provided via our equal opportunities monitoring form:
|
6. Information about criminal convictions
To enable us to make recruitment decisions and assess suitability for particular work, we will process information about criminal convictions and offences (including alleged offences) as described in this section 6.
We will process this information to enter a contract with you, to comply with a legal obligation, for our legitimate interests (in selecting suitable employees, workers and contractors), and to exercise or perform employment law rights or obligations.
If you have accepted an offer of work from us that is subject to a criminal record check, we will ask you to obtain a disclosure check (at the appropriate level) from the National Vetting Bureau of an Garda Siochana, and provide us with a copy of this.
7. Data necessary for the contract
Sections 5 and 6 above identify personal information that we may need to enter a contract with you. You are not obliged to provide this information, but if you don't provide it, we may not be able to proceed with the recruitment process or enter into the contract.
8. Statutory requirement to provide your personal information
In some circumstances, the provision of your personal information relates to a statutory requirement. This includes:
Documentation confirming your right to work in Ireland – you are not obliged to provide this information, but if you don't provide it, we will not be able to enter into a contract with you.
9. Sharing your personal information with third parties
We may share your personal information with the following third parties if this is required by law; necessary to enter a contract with you; where there is another legitimate interest in doing so; or where it is necessary to protect your vital interests or those of another person:
Health professionals and occupational health providers involved in your care, in order to consider reasonable adjustments to the recruitment process for disabled applicants.
Relevant regulators such as Chartered Accountants Ireland and the Law Society.
Our professional advisors.
Other third parties as necessary to comply with the law.
10. Automated decision-making
We do not envisage taking any decisions about you based solely on automated processing (i.e. without human involvement), which have a legal or similarly significant effect on you.
11. Transferring your personal information outside the EU
We share your personal data within the GUS Group. This will involve transferring your data outside the European Economic Area (EEA).
Some of our external third parties are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.
Whenever we do this, to ensure that your personal data is treated by those third parties securely and in a way that is consistent with EU data protection law, we require such third parties to agree to put in place safeguards, such as the EU model clauses or equivalent measures.
12. Data retention
If you don't start work with us following the recruitment process, we will retain your personal information in accordance with the College Data Retention Schedule:
to allow us to establish, exercise or defend legal claims; and
for our legitimate interests – to enable us to reconsider your application and (if appropriate) contact you, if the position you applied for becomes available again.
If you ask us to retain your personal information so that we can contact you to discuss future work opportunities, we will write to you separately, to obtain your explicit consent to retain your personal information and for the duration you wish for it to be retained.
If you start work with us following the recruitment process, we will give you a copy of our Staff Privacy Notice,and will retain your personal information as detailed in the Staff Privacy Notice.
Your rights as a data subject
As a data subject, you have the following rights in relation to your personal data processed by us:
Right 1: A right to access personal data held by us about you and to ask for the transfer of your data electronically to a third party
Right 2: A right to require us to rectify any inaccurate personal data held by us about you, including the right to have incomplete data completed.
Right 3: A right to require us to erase personal data held by us about you. This right will only apply where, for example, we no longer need to use the personal data to achieve the purpose we collected it for; or where you withdraw your consent if we are using your personal data based on your consent; or where you object to the way we process your data (in line with Right 6 below). There are also exceptions to this right, such as when the processing is required by law or in the public interest;
Right 4: A right to restrict our processing of personal data held by us about you. This right will only apply where, for example, you dispute the accuracy of the personal data held by us; or where you would have the right to require us to erase the personal data but would prefer that our processing is restricted instead; or where we no longer need to use the personal data to achieve the purpose we collected it for, but we require the data for the purposes of dealing with legal claims. This is a limited right which will apply in specific circumstances and for a limited period
Right 5: A right to receive personal data, which you have provided to us, in a structured, commonly used and machine-readable format. You also have the right to require us to transfer this personal data to another organisation.
Right 6: A right to object to our processing of personal data held by us about you. For example for marketing purposes and when such processing is based on the public interest or other legitimate interests, unless we have compelling legitimate grounds to continue with the processing;
Right 7: A right to withdraw your consent, where we are relying on it to use your personal data.
Right 8: A right to ask us not to use information about you in a way that allows computers to make decisions about you and ask us to stop.
Where we are relying on your consent to process your data, you may withdraw your consent at any time. Your requests will be considered at the latest within one month
If you require more information or have any queries, please contact our Data Protection Officer atDPO@ibat.ie
If we are unable to adequately address any concerns you may have about the way in which we use your data, you have the right to lodge a formal complaint with the Irish Data Protection Commission. Full details may be accessed on their website https://www.dataprotection.ie/