The Data Protection Act and your Recruitment Database Neil Thompson, MD, 2LS Limited www.2ls.com

Overview 2LS frequently get asked by our clients how the data protection act affects the storage of information within the GRIP system. As the answer applies to any recruitment system and not just GRIP we thought we share our 5 points to consider. We should start by pointing out that this is not legal advice but what we have got from reading the existing guidance and speaking to the Information Commissioner’s Office (ICO) directly. For definitive advice that covers your business you should also contact the ICO and get their response in writing. www.2ls.com

Register If you do nothing else make sure that you register with the ICO. When this was written it only costs a very reasonable £35 which is a bargain compared to the fine and negative publicity you would receive if you were prosecuted. www.2ls.com

Comply Identify what personal data you are holding about individuals. Ensure that you only collect and maintain information that is relevant and that it is only kept as long as necessary. It is useful to have a written policy on data handling and retention and to ensure that everyone in the business understands their responsibilities. www.2ls.com

Holding Documents The guidance makes no reference to how you hold the personal information only that you collect no more information than is needed and that it is kept for no longer than needed. www.2ls.com

Offshore Data If your recruitment system is web-based or hosted outside of the UK then there are other considerations to take into account. In this case the 8th principle of the Data Protection Act may be relevant: www.2ls.com “personal data shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data”.

Stay up-to-date The law and guidance on privacy and personal data is changing rapidly with new information regularly released. For example recently there has been news in the press about the use of web browser cookies for storing personal information. It is changes such as this that could affect the use of your recruitment system. This information is regularly reported in both the mainstream and specialist press. www.2ls.com

Conclusion You may find the section on Recruitment and Selection from the ICO website useful to get a better understanding of the requirements. If you would like to discuss anything contained in this presentation with us please get in touch. www.2ls.com

More Information 2LS Limited 1 Wesley Gate 70/74 Queens Road Reading RG1 4AP w: www.2ls.com t: 0845 685 2230