Privacy Policy
Privacy Statement covering Network Rail Volume Recruitment Campaigns
Introduction
This notice sets out the purposes for which your personal information may be collected and/or processed by Network Rail relating to your application(s) to certain recruitment campaigns.
Personal data is information which relates to or identifies you either on its own or when it is combined with other information we hold about you. We take your right to privacy seriously and we want you to feel comfortable with the information you give us. This privacy notice explains everything you need to know about how we manage your data in relation to our recruitment processes.
Any reference to Network Rail in this privacy policy shall mean Network Rail Infrastructure Limited.
Who is the data controller for your application?
Network Rail is the Data Controller, for the purposes of data protection law, for the personal data that we collect from you or obtain from you in relation to your application(s) for the roles within Network Rail which we process in accordance with the below Privacy Notice and the Network Rail Privacy Notices:
https://www.networkrail.co.uk/who-we-are/transparency-and-ethics/data-protection/
https://www.networkrail.co.uk/footer/privacy-notice/
What personal information do we hold about you?
Where you have provided personal data by becoming an applicant to one of our recruitment campaigns, we will hold the below data. Denoted in brackets is Network Rail’s data classification which informs how this data is stored, how it is processed and who is able to access it.
- Your first and last name (personal)
- Your email address (personal)
- Your address (personal)
- Any disability information provided in relation to reasonable adjustments (sensitive)
- Your racial or ethnic origin (sensitive)
- Your religious beliefs or beliefs of a similar nature (sensitive)
- Your gender (personal)
- Your sexual orientation (sensitive)
- Any offences or criminal investigations* (sensitive)
- Behavioural evidence relating to assessments (personal)
- Results of medical screening (sensitive)
- Results of drug and alcohol screening (sensitive)
*Criminal convictions - All new joiners are subject to baseline personnel security standard set out by the cabinet office and this check is a part of this.
Suppliers
We use different supplier to undertake the different elements of the recruitment process and this is explained below:
Aon Assessment (UK) Ltd – Psychometric Testing
https://networkrail.maptq.com/networkrail/home/en/privacy/1jtklo06
Aon Assessment (UK) Ltd – Video Interviewing
https://networkrail.maptq.com/networkrail/home/en/privacy/1jtklo06
Amberjack - Graduate and Apprentice Recruitment Management
https://www.weareamberjack.com/privacy-policy/
Amberjack – Signaller Applicant Screening
https://www.weareamberjack.com/privacy-policy/
Babcock – Apprenticeship registration
https://www.babcockinternational.com/privacy/
Cancon Ltd Trading as Bavarde - Candidate Communications Management
Optima Health for Drugs and Alcohol Testing, medical assessment.
https://www.optimahealth.co.uk/privacy-policy/
Security Watchdog – Pre-employment checking.
https://www.securitywatchdog.org.uk/privacy-policy
TopScore Technologies Ltd - Virtual Assessment Centres
https://www.topscoretech.com/privacy-policy/
WePow - Video Interviewing
How will we record/store/process/protect the information about you
The next table outlines at what stage of our recruitment processes this data, how long it is retained, which other third-party organisations we share this with and who has access to it.
Our legal basis for processing your data is that processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract. Data is anonymised or destroyed after 12 months from campaign review meeting, in line with Network Rail’s data retention policies and procedures.
- Note: We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which jobs may be relevant to you.
- You will receive job communications alerts from us if you have requested information from us or if we have provided you with recruitment services and, in each case, you have not opted out of receiving such alerts.
- We may use your Identity, Contact, Technical, Usage and Profile Data to produce management information reporting to allow us to analyse the success and effectiveness of our attraction methods, and recruitment processes.
- We may use your anonymised assessment information together with your biographical information to allow us to understand and improve the validity, reliability and fairness of the assessment we conduct for each role.
- Data will be used for internal audit purposes. Network Rail's internal audit team retain data for the duration of the audit, after which it is deleted.
|
Purpose / Activity |
Type of Data |
Where is the data held? |
Who has access to it? |
Other organisations the data is shared with |
|
To apply for a vacancy and create candidate account |
Personal Contact Details + Sensitive information (for monitoring purposes only) |
Applicant tracking system |
Recruitment Delivery Team assigned to vacancy |
TribePad |
|
To Screen you against the role you’ve applied for |
Personal |
Applicant Tracking system |
Recruitment Delivery team
Hiring Manager
Supplier screeners, Supplier recruitment operations team (Graduates and Apprentices only) |
TribePad
Amberjack (Graduates, Apprentices and Signaller applicants) |
|
For you to complete psychometric testing |
Personal Contact |
Applicant Tracking System Secure Supplier Portal |
Recruitment Delivery Team |
Aon Assessment Ltd
TribePad |
|
For you to complete Video Interviews |
Personal Contact |
Applicant Tracking System Secure Supplier Portal |
Recruitment Delivery Team
Amberjack recruitment operations team (Graduates and Apprentices only) |
WePow
Aon Assessment Ltd
Amberjack |
|
To administer virtual assessments |
Personal Contact |
Applicant Tracking System Secure Supplier Portal |
Recruitment Delivery Team
|
TopScore Technologies Ltd
WePow
TribePad |
|
To invite you to assessment centre |
Personal Contact |
Applicant Tracking System |
Recruitment Delivery Team
Amberjack recruitment operations team (Graduates and Apprentices only) |
TribePad
Amberjack |
|
To communicate with you throughout the recruitment campaign including feedback and queries |
Personal Contact |
Applicant tracking system |
Recruitment Delivery Team
Bavarde for queries and feedback (Signallers only)
Amberjack recruitment operations team (Graduates and Apprentices only) |
Bavarde
TribePad
|
|
To perform compliance checks and record your performance in assessments e.g. interviews. |
Personal |
Applicant tracking system
|
Recruitment Delivery Team |
TribePad |
|
To process your pre-employment screening checks |
Personal Contact |
Applicant tracking system
Oracle e-business
Security watchdog portal |
Recruitment Delivery Team
HR Shared Services On-boarding Team
Security Watchdog, Disclosure Barring Service for background checking.
Babcock International (apprentice scheme only) |
Tribe Pad
Security Watchdog
Security Watchdog, Disclosure Barring Service, plus Babcock International for apprentice schemes
|
|
To process your medical, health questionnaire and drugs and alcohol testing (if applicable to your role) |
Personal Contact |
Applicant tracking System
Oracle e-business (internal system)
OH Assist Portal, Oracle e-business
New Entrant Shared Drive
|
Recruitment Delivery Team
HR Shared Services On-boarding Optima Health for Drugs and Alcohol Testing, medical assessment. |
TribePad
Optima Health
|
|
To make you a formal offer |
Personal Contact |
Applicant tracking system Oracle e-business (internal system
|
|
|
|
To complete your hire |
Personal Contact |
Applicant tracking system
Oracle e-business (internal system) |
Recruitment Delivery Team
HR Shared Services On-boarding Team
NRSS Data Changes & NRSS Payroll Processing
|
TribePad |
How we store and protect your personal information
All data will be stored securely by Network Rail and the Supplier in the European Economic Area (EEA) or UK. All suppliers either hold an ISO 270001 Certificate, Cyber Security Certification or have gone through a stringent risk assessment process by Network Rail information security. We will take all steps reasonably necessary to ensure that your personal data is treated securely and in accordance with this privacy policy.
We have strong security measures in place to prevent the personal information being misused in anyway. We limit access to your personal information to those employees who have a business need to access this only and who are subject to a duty of confidentiality.
We have procedures in place to deal with any suspected personal data breach and will notify you (and any applicable regulator) of a breach where we are legally required to do so.
What are my rights in relation to personal information?
You have certain rights with respect to your personal information. Please see our website for further details: https://www.networkrail.co.uk/who-we-are/transparency-and-ethics/data-protection
Automated decision-making
Some of our recruitment processes use ‘pre-screening’ questions that involve automated decision-making. For example, if you state that you do not have the right to work in the UK on your application form, your application will not proceed any further. Should you wish to request human intervention in reviewing your application, please contact: recruitmentsupport@networkrail.co.uk
Questions, comments and requests regarding data protection matters are welcomed and should be addressed to the Data Protection Officer (data.protection@networkrail.co.uk)
In writing: Data Protection Officer
Network Rail
The Quadrant
Milton Keynes
MK9 1EN
Questions, comments and requests regarding this privacy policy are welcomed and should be
addressed to: recruitmentsupport@networkrail.co.uk
Disclosure of other personal information to Network Rail
Please be aware of the following:
Facebook – Facebook pages relating to certain recruitment campaigns are on open forums which are visible to all. Any personal information posted on Facebook is done at the risk of the person posting. Any inappropriate posts will be dealt with / reported as appropriate.
Email – any generic recruitment inbox email addresses are accessible by a restricted list of recruitment team members. The inboxes are monitored to respond to emails; any personal information submitted to these inboxes will not be shared without prior consent. However, your email will be responded to as appropriate. Please note that if you are sending an email with special category information (e.g. your disability) you can mark your email as OFFICIAL SENSITIVE PERSONAL making it explicitly clear to handle your email with the appropriate level of care.
Accessibility
If you require this privacy notice in a different format, Network Rail will make every effort to facilitate this. Please contact the appropriate graduate or apprentice recruitment team by email to request a different format.
Changes to this privacy notice
This policy was last updated in August 2023.
How to complain to the regulator
We will try to resolve any concerns you may have but if you are not satisfied with the way your personal information is collected, processed or maintained you can raise the issue with the Information Commissioner’s Office:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
ICO Website: https://ico.org.uk/