Applicant Data Protection Notice
Focus Ireland, as Data Controller, is committed to protecting your personal data in accordance with applicable data protection legislation, including the General Data Protection Regulation (GDPR) and the Data Protection Acts 1988–2018.
This notice explains what personal data we collect about you during the recruitment process, how we use it, who we share it with, and your data protection rights.
What information do we collect about you?
The information you provide in your application for an advertised role may include:
- Name and contact details (home address, phone number, email address)
- Information relating to your right to work in Ireland
- Details relating to your academic, professional, and employment history
- Any other information you choose to provide in support of your application
- Answers to your screening and/or interview questions
- Reference checks (including contact details for referees and information provided by referees)
- Garda vetting / disclosures (if applicable to the role you are applying for)
How will your information be used?
Your personal data will be used to:
- Assess your suitability for the role applied for
- Screen applications against the requirements of the role
- Facilitate communication with you during the recruitment process
- Carry out activities reasonably necessary for the administration of your application
- Carry out reference checks
Your application will be reviewed by Human Resources and the relevant hiring manager.
Legal basis for processing your personal data
We process your personal data for recruitment and selection purposes on one or more of the following legal bases under GDPR:
- Steps prior to entering into a contract (Article 6(1)(b)) – to assess your application and take steps at your request before entering into an employment contract.
- Legal obligation (Article 6(1)(c)) – where we must carry out checks or keep records to comply with applicable law.
- Legitimate interests (Article 6(1)(f)) – to run an effective recruitment process, prevent fraud, protect our organisation, and ensure fair and consistent selection decisions (balanced against your rights).
In limited cases, we may need to process special category personal data (for example, health/disability information to facilitate reasonable accommodations, or other information required by law). Where this applies, we will only process such data where a suitable condition under Article 9 GDPR (and applicable Irish law) is met and we will provide you with further information at the appropriate time.
Where Garda vetting / disclosures are required for a role, we may process information relating to criminal convictions and offences. Such data will only be processed where permitted under Article 10 GDPR and applicable Irish law, and only to the extent necessary for the role.
Sources of data
While most of the information we process is obtained directly from you, we may also receive information from third parties such as:
- Previous employers (references)
- Recruitment agencies
Where you apply via a recruitment agency or other third party, they may share your application details with Focus Ireland for recruitment and selection purposes. Depending on the circumstances, the agency may act as a separate data controller or as a processor acting on our instructions.
Who receives your information?
Your information will be shared only on a need-to-know basis with:
- The Human Resources team
- The hiring manager and relevant internal staff directly involved in the recruitment process
- Trusted service providers who support our recruitment process (for example, IT systems), where they are subject to appropriate confidentiality and data protection obligations
Where any of our service providers process personal data outside the EEA (including, where applicable, in the UK), we will ensure an appropriate transfer mechanism and safeguards are in place (for example, reliance on adequacy regulations where applicable and/or Standard Contractual Clauses).
If you are offered and accept a role with Focus Ireland, your information will then be processed under the Employee Data Protection Notice, available from Human Resources.
How long will your information be retained?
Your personal data will be retained for one year from the date of your application, in line with Focus Ireland’s data retention schedule for recruitment and selection processes. Where you ask us (or agree) to keep your details for consideration for future roles, we will retain your information for the period explained to you at that time, or until you withdraw your consent/request deletion (subject to legal requirements).
Automated decision-making and profiling
We do not make recruitment decisions based solely on automated processing (including profiling). Suitability and shortlisting decisions are made with human involvement.
If you do not provide your personal data
We need certain information to progress your application (for example, contact details, qualifications and employment history). If you do not provide required information, we may be unable to consider your application or progress you to the next stage. Any additional information you choose to provide is voluntary.
Your data protection rights
You have the following rights, subject to certain restrictions under GDPR:
- Right of access – to obtain a copy of your personal data
- Right to rectification – to correct inaccurate or incomplete data
- Right to erasure – in certain circumstances
- Right to restrict processing – in certain situations
- Right to data portability – to receive certain personal data you have provided to us in a structured, commonly used, machine-readable format and to have it transmitted to another controller, where applicable
- Right to object – where processing is based on legitimate interests, you may object to that processing in certain circumstances
To exercise any of these rights, you may contact:
Email: dpo@focusireland.ie
Post: Data Protection Officer, Focus Ireland, 9–12 High Street, Dublin 8
Security of your information
Your personal data is stored securely in confidential HR files and/or secure electronic systems and is accessible only to authorised personnel involved in the recruitment process (and approved service providers where necessary).
How to make a complaint
If you have concerns about how your personal data has been processed, you may contact Focus Ireland’s Data Protection Officer:
The Data Protection Officer
Focus Ireland
9–12 High Street, Dublin 8
You also have the right to lodge a complaint with the Data Protection Commission:
Address:
Data Protection Commission, 21 Fitzwilliam Square South, Dublin 2, D02 RD28
Website: dataprotection.ie
Email: info@dataprotection.ie