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Employee and Candidate Data

Employee and Candidate Data

Eden Scott
Eden Scott
Eden Scott
Eden Scott

Eden Scott Staff Data Policy

Information in the table below relates to Eden Scott’s own staff, and those applying to work opportunities at Eden Scott itself.  

Our Privacy Policy explains how personal data about those who using our commercial services (candidates for opportunities at client business, for example).

The table below explains in summary: 

  • types of records containing personal data about its staff or those applying to work at Eden Scott are used 
  • what categories of personal data they contain
  • potential recipients of that personal data
  • how long such personal data is retained.   

Retention periods depend on what categories of data are used and why.  Generally, we only keep personal data to achieve the purposes for which it was collected. We do this in accordance with our internal retention procedures, in line with our statutory obligations and good practice, after which time we securely erase or delete the personal data.

Employee and Candidate Data

The Categories of Data

Type of Record

Categories of data used

Categories of potential recipients

Retention of data by Eden Scott

Recruitment records

These may include:

  • Completed online application forms or CVs.
  • Equal opportunities monitoring forms.
  • Assessment exercises or tests.
  • Notes from interviews and short-listing exercises.
  • Pre-employment verification of details provided by the successful candidate (for example, evidence of qualifications and taking up references. (These may be transferred to a successful candidate's employment file.)
  • Criminal records checks (which may be transferred to a successful candidate's employment file if relevant to the ongoing relationship.)
  • Contact
  • Education
  • Employment
  • Family, Lifestyle and Social Circumstances 
  • Financial 
  • Identification document Identity 
  • Marketing and Communications 
  • Profile 
  • Special category 
  • Technical
  • Transaction 

Third Party providers of services such as screening, IT service provider (Consider IT), website provider (Bold Identities) and other professional service providers, such as legal advisors 

Seven months after notifying candidates of the outcome of the recruitment exercise.

Staff personnel records

These may include:

  • Qualifications/references.
  • Written particulars of employment, contracts of employment or other such contracts (including documented changes to terms and conditions, and collective agreements if applicable to staff)
  • Payroll and wage records (including details of payments made to staff, overtime, bonuses, expenses, benefits in kind, record of advances for season tickets and loans, travel and subsistence, PAYE records or payroll and wage records for unincorporated businesses
  • Annual leave records.
  • Annual appraisal reports.
  • Disciplinary and grievance records.
  • Consents for the processing of special categories of personal data.
  • Resignation, termination, or retirement records.
  • Death benefit nomination and revocation forms.
  • Staff bank details
  • Immigration check records

Maternity records

These include:

  • Maternity certificates showing the expected week of confinement.
  • Dates of maternity leave.
  • Maternity payments and information about periods without maternity payment.
  • Contact
  • Education
  • Employment 
  • Family, Lifestyle and Social Circumstances 
  • Financial 
  • Identification document 
  • Identity
  • Marketing and Communications 
  • Profile 
  • Special category 
  • Technical
  • Transaction

For payroll, staff benefits, and pension, information shared with RSM, HMRC, Vitality, and Royal London, Consider IT. 

Other professional service providers, such as legal advisors, Navigator Law, Vincere and LeavePlanner 

While employment continues and for seven years after the contract ends.

Accident records

These are created regarding any reportable accident, death or injury in connection with work.

  None For at least four years from the date the report was made.

Delivering website content

Using data analytics to measure effective of website and improve it

Profile, Technical, Transaction, Usage
  • Bold Identities (website provider)
  • Google Tag Manager 
  • Consider IT
  • Personal data is automatically transferred to Vincere and kept in line with GDPR. 
  • Data stored on the website database for three months