Job Applicant Privacy Notice

We collect data about you in a variety of ways including the information you would normally include in a CV or a job application cover letter, or notes made by our recruiting officers during a recruitment interview.

Further information will be collected directly from you when you complete forms at the start of your employment, for example, your bank and emergency contact details. Other details may be collected directly from you in the form of official documentation such as your driving licence, passport or other right to work evidence.

In some cases, we will collect data about you from third parties, such as employment agencies, former employers when gathering references.

Carrying out checks in relation to your right to work in the UK.

Making reasonable adjustments for disabled employees.

Carrying our checks to assess your suitability for the role, including in some cases criminal record checks.

Making decisions about who to offer employment to.

Making decisions about salary and other benefits.

Assessing training needs.

Dealing with legal claims made against us.

Automated decision making

No decision will be made about you solely on the basis of automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.

Under the GDPR and the DPA, we must have a legal reason to collect, keep and use your data. We rely on the following legal basis for processing your data:

(a) Consent

(1) (c) Legal obligation

(1) (f) Legitimate interests

Where we reply on consent as our lawful basis, you have the right to withdraw consent at any time, however this may have an adverse effect providing services.

In some instance we must ensure that we are complying with our legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.

We process your personal data for our legitimate interests to allow us to run as a charitable entity effectively and in pursuit of our objectives. When we process your personal information for our legitimate interests, we make sure to consider and balance any potential impact on you and your rights under data protection laws. We will always ensure that your personal data will not be used where our interests are overridden by the impact on you.

For the processing of special category data, we rely on Article 9 (2) (d), this permits not for profit bodies to carry out processing during its legitimate activities.

Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR team, interviewers involved in the recruitment process, managers in the area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.

We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you, Occupational Health to seek health clearance, if required and the Disclosure and Barring Service (through our provider, Ucheck) to obtain necessary criminal records checks (Ucheck Privacy Policy available at https://www.ucheck.co.uk/new-privacy-policy/)

We adopt appropriate data collection, storage, and processing practices, including the use of multifactor authentication for remote access, to safeguard your personal and transactional data from unauthorised access, alteration, disclosure, or destruction on our website and systems.

We have security procedures, rules and technical measures in place to protect your data. Your data will be kept in a secure environment with access restricted on a need-to-know basis.

We do not use any suppliers outside of the European Economic Area, if we were to enlist trusted suppliers who operate outside of the EEA, we would only share personal information if we were satisfied they have sufficient protections in place and they are complying with the applicable privacy laws.

The law gives you several rights to control your personal data when it is used by us:

The right to be informed – this privacy notice is part of your right to be informed

The right of access

The right to rectification

The right to erasure

The right to restrict processing

The right to data portability

The right to object

Rights in relation to automated decision making and profiling.

We will keep your information for as long as required to enable us to operate our services, but we will not keep your information for any longer than is necessary. We will take into consideration our legal obligations, tax and accounting rules when determining how long we should retain your information. When we no longer need to retain your information, we will ensure it is securely disposed of, in line with our Data Retention Schedule.

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