The personal information we hold includes:
Under privacy and data protection legislation, TfL is only allowed to use personal information if we have a proper reason or 'legal basis' to do so. In the case of your recruitment application with TfL, these 'legal grounds' are:
Sometimes we also need to collect or store information that is defined as 'special category personal data'. In the case of your recruitment application this is likely to consist of the following, where you choose to provide it:
In addition, UK privacy legislation has added information about criminal allegations, proceedings or convictions to the list of special categories compiled under EU law.
As before, there are a number of 'legal grounds' we rely on when handling this kind of information, depending on the circumstances, which are:
The personal information we hold about you comes from the following places:
TfL and the companies that process recruitment related information on our behalf will use your personal information to:
Your personal information will only be accessed and processed by authorised personnel (ie recruiting line managers, HR professionals and occupational health professionals) who are involved in the management and administration of the recruitment process and have a legitimate need to access your personal information.
TfL may use aggregated or depersonalised recruitment data for analysis purposes - for example to ensure that we are receiving applications from all communities and that we are recruiting a diverse workforce. Individuals will not be identified using this information.
If your application for employment is successful, TfL will then use your personal information to manage and administer its employment relationship with you. If your application is unsuccessful, TfL will retain your personal information for 12 months from the date on which the relevant recruitment campaign is closed.
This is for the following reasons:
If you have given us permission to do so, we may also include your details in the TfL 'Talent Pool' so that we can contact you about future employment opportunities which may be of interest to you.
TfL takes the privacy of job applicants very seriously and has a range of robust policies, processes and technical measures in place to safeguard their personal information.
Access to systems that hold recruitment related information is restricted to authorised personnel through the use of unique identifiers and passwords. Your information is stored on systems that are protected by secure network architectures and are backed-up on a regular basis (to a second secure location) for disaster recovery and business continuity purposes; and to avoid the risk of inadvertent erasure or destruction.
Anyone with access to personal information held in TfL's systems is required to complete TfL's privacy and data protection training on an annual basis.
Under data protection legislation we have to let you know when we use your personal information to do something 'automatically' using our computers or other systems, or use it to make an automated decision (without human intervention) that significantly affects you.
TfL does not make any recruitment related decisions based solely on the use of automated systems, databases or computer applications.
TfL has contracts with a number of third party service providers, who provide the administration and 'back office' services that ensure the efficient day-to-day operation of our recruitment and selection processes. These third parties will process applicant information in accordance with TfL's instructions and make decisions regarding the information as part of the delivery of their services; they are also required to put in place appropriate security measures that ensure an adequate level of protection for personal information.
In some circumstances, disclosures of applicant personal information to the police (and other law enforcement agencies) are permitted by the privacy and data protection legislation, if they are necessary for the prevention or detection of crime and/or the apprehension or prosecution of offenders. Each police request to TfL is dealt with on a strictly case by case basis to ensure that any such disclosure is lawful and proportionate.
TfL may also disclose your personal information to a third party in the following circumstances:
TfL and its service providers may process your personal information in countries both within, and outside, the the European Economic Area (EEA).
Any such processing will be carried out in strict accordance with UK and EU privacy legislation and the appropriate contractual safeguards which TfL has put in place.
Under data protection legislation you are entitled to ask to see any personal information that we hold about you. For more information about how to access your personal information please see the section on subject access requests in Access your data.
You also have a number of other information rights which include:
It's likely that we'll need to update this statement from time to time, so check back here regularly to find out more. Your continued use of the site will mean that you accept those revisions. This page was last updated in May 2018.