Links to other websites:

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please write to Aspin Management Systems, 3 Horsefair Mews, Romsey, Hampshire, SO51 8JG.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.

In addition, Aspin has:

1. Registered as a data controller with the UK Information Commissioner’s Office (ICO)
2. Appointed an in-house Data Protection Officer
3. Defined the Aspin General Data Protection Policy (click to view/download), which outlines our compliance and provides information about our approach to data privacy and security
4. Defined the Personal Data in Aspin products (contact Aspin), which details the data that is collected/processed by our products and how we safeguard your data

If you require more information related to GDPR compliance, our processes or how we handle personal data, please contact support on 01794 500205 or [email protected].

Data controller: Aspin Management Systems Limited

As part of any recruitment process, Aspin Management Systems Limited collects and processes personal data relating to job applicants. Aspin Management Systems Limited is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does Aspin Management Systems Limited collect?

Aspin Management Systems Limited collects a range of information about you. This includes:

• your name, address and contact details, including email address and telephone number;
• details of your qualifications, skills, experience and employment history;
• information about your current level of remuneration, including benefit entitlements;
• whether or not you have a disability for which Aspin Management Systems Limited needs to make reasonable adjustments during the recruitment process;
• information about your entitlement to work in the UK; and
• equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.

Aspin Management Systems Limited may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online profiling and tests.

Aspin Management Systems Limited may also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. We will seek information from third parties only once a job offer to you has been made and will inform you that we are doing so.

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

Why does Aspin Management Systems Limited process personal data?

Aspin Management Systems Limited needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you.

In some cases, Aspin Management Systems Limited needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.

Aspin Management Systems Limited has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows Aspin Management Systems Limited to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. Aspin Management Systems Limited may also need to process data from job applicants to respond to and defend against legal claims.

Aspin Management Systems Limited may process information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.

Where Aspin Management Systems Limited processes other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes.

For some roles, Aspin Management Systems Limited is obliged to seek information about criminal convictions and offences.

Where Aspin Management Systems Limited seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.

If your application is unsuccessful, Aspin Management Systems Limited may keep your personal data on file in case there are future employment opportunities for which you may be suited. We shall ask for your consent before we keep your data for this purpose and you are free to withdraw your consent at any time.

Who has access to data?

Your information may be shared internally for the purposes of the recruitment exercise. This includes HR Professionals, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.

Aspin Management Systems Limited will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. Aspin Management Systems Limited will then share your data with former employers to obtain references for you, and may share your data with employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.

Your data will not be transferred outside the European Economic Area (EEA).

How does Aspin Management Systems Limited protect data?

Aspin Management Systems Limited takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

For how long does Aspin Management Systems Limited keep data?

If your application is unsuccessful, the organisation will keep your personal data on file in case there are future employment opportunities for which you may be suited. The organisation will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

Your rights

As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request;
• require Aspin Management Systems Limited to change incorrect or incomplete data;
• require Aspin Management Systems Limited to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
• object to the processing of your data where Aspin Management Systems Limited is relying on its legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please contact Toby Aspin.

If you believe that Aspin Management Systems Limited has not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to Aspin Management Systems Limited during the recruitment process. However, if you do not provide the information, Aspin Management Systems Limited may not be able to process your application properly or at all.

Automated decision-making

Recruitment processes are not based solely on automated decision-making.