RACF Candidate Data Privacy Notice 

Introduction

The Company is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations. Please read the following privacy notice to understand how the Company uses and protects the information you provide.

What information does the Company collect?

The Company collects a range of information about you. This includes:

•   Your name, and contact details, including email address and telephone number; 

•   Whether or not you have a disability for which the Company needs to make reasonable adjustments;

•   Information about your entitlement to work in the UK; and 

•   Equal opportunities monitoring information, including information about your racial and ethnic origin, education level and disabilities. The Company collects this information in a variety of ways. For example, data might be contained in application forms you complete through the Company’s online recruitment system and information you upload such as CV’s. Data may also be obtained from your passport or other identity documents, or collected through interviews or other forms completed as part of the assessment process including online tests and results from previous assessment centres.  The Company will also collect personal data about you from third parties, such as the operator who has sent the candidate for testing providing details such as NI number to enable a database check prior to assessment.  Data will be stored in a range of different places, including on your application record, the RACF database, in HR management systems and on other IT systems (including email).  

Why does the Company process personal data?

In some cases, the Company 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.  The Company has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. The Company may also need to process data from candidates to respond to and defend against legal claims.  

Where the Company relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of candidates and has concluded that they are not.  The Company processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. Where the Company processes other special categories of data, such as information about ethnic origin, health this is for equal opportunities monitoring purposes.  Where the Company seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to the assessments.

Who has access to data?

 Your information will be shared internally for the purposes of assessment. This includes members of recruitment team, interviewers involved in the recruitment process, anyone to whom access to the data is necessary for the performance of their roles.  The Company will not share your data with third parties, outside of liaising with the operator with whom you are being assessed on behalf of. Alongside this your results and details will be uploaded to the RACF database to log test results and details regarding eligibility for future testing etc.

How does the Company protect data?

The Company 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 the Company keep data?  

Candidates who have failed to meet the national standard for RIS-3751-TOM will be retained on file for a period of two years. Results will be retained on the RACF database indefinitely, as candidates will only be able to have 2 failed attempts as per the associated train driver psychometric testing standard (RIS-3751-TOM).  

Candidates who are successful will have their results retained indefinitely as per their Railway Industry Standard 3751 TOM. 

Your rights as a data subject, you have a number of rights, Including:

•   access and obtain a copy of your data on request this does not include test scores as per the railway industry standard. 

•   require the Company to change incorrect or incomplete data.

•   require the Company to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; 

•   object to the processing of your data where the Company is relying on its legitimate interests as the legal ground for processing; and 

•   ask the Company to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the Company's legitimate grounds for processing data. If you would like to exercise any of these rights, please contact Railway Competence Group who may request you complete a subject access request form.   If you believe that the Company has not complied with your data protection rights, you can complain to either the Data Controller, Data Officer or directly to the Information Commissioner.  

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to the Company during the assessment process. However, if you do not provide the information, the Company will be unable to proceed with the assessment as per the standards laid out within the Railway Industry Standard (RIS3751-TOM).

Any questions regarding this policy should be addressed to contact@rcg.org.uk