Text size

Recruitment Privacy Notice

 

Introduction

This privacy notice sets out how Swindon Carers Centre handles your personal data when you apply for a job or volunteer role within the organisation.

 

Swindon Carers Centre are committed to protecting your privacy information and the data that we hold about you. This privacy notice explains why we collect your data, how we process the data, who we share it with and your rights as a data subject.

 

The data controller for your personal data provided by you as part of the recruitment process is Swindon Carers Centre.

 

Our contact details are:

Address:             Swindon Carers Centre, Sanford House, Sanford Street, Swindon, SN1 1HE

Telephone:         01793 531133

Email:                 info@swindoncarers.org.uk

 

Our Data Protection Officer (DPO) is Bronte Hague who can be contacted using the details above. More information can be found in our Data Protection and Confidentiality Policy [DIT3].

 

What information we collect

In order for us to process your job/role application, it is necessary for us to collect certain personal information about you including special category data (sensitive data). The types of information that we collect will include:

  • Contact details such as full name, address, years lived at address, 5-year address history, contact telephone numbers, personal email address(es),
  • Information and evidence of your right to work in the UK and immigration status,
  • Relationship information to any member of Swindon Carers Centre staff or Trustees,
  • Employment history (including job title, name of employer, dates of employment, address of employer, nature of the business, main duties, and responsibilities,
  • Education, training, and personal development information,
  • Reference information including name, relationship, address, contact number, and email address of referees,
  • Information around convictions, cautions, reprimands, or final warnings that are not “protected” as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013),
  • Driving information,
  • Evidence of how you meet the requirements of the job,
  • Information as to how you found the job advertisement,
  • Information about your health, including any medical needs or conditions,
  • Details of your use of our recruitment tools such as future vacancy alerts.

 

The software we use for our recruitment application forms is called Microsoft Forms. This means your data is processed by Microsoft on behalf of Swindon Carers Centre. More information can be found here:

 

Swindon Carers Centre uses platforms such as Indeed, NHS Jobs, and SBC Jobs to post job advertisements however these platforms may collect some of your data. To find out more about how these platforms process data, please read their privacy notices here:

 

Information held as part of the recruitment process is different to the information held once employment has started. Please refer to our Privacy Notice Statement for Employees and Volunteers [DIT3-F1] and Privacy Notice – Employee Personal Data and Special Category Data.

 

Why we collect this information

Swindon Carers Centre needs your data in order to:

  • Move your application forward.
  • Check that you are the right candidate for the role.
  • Check you have the right to work in the UK.
  • Ensure we are offering all applicants are fair application process.
  • Get in contact with you.
  • Contact you regarding future roles you may be suitable for.

 

Lawful basis for processing your data

When we collect your personal data, we rely on the following legal bases:

  • Contract – Processing your data is necessary before signing of Contract of Employment.
  • Legal obligation – The law requires Swindon Carers Centre to check successful applicants are entitled to work in the UK and to ensure reasonable adjustments are available where possible under the Equality Act 2010.

 

When we collect your ‘special categories of personal data’ (such as health, criminal convictions) we rely on the following legal bases:

  • Article 9 (2) (b) of the UK GDPR which relates to our obligations in employment.
  • Article 6 (e) Public Task – Processing your personal data is necessary for the performance of a task carried out in the public interest or in the exercise of official authority entrusted in the controller (Swindon Carers Centre). Swindon Carers Centre provide a service on behalf of the local authority (for example, a public body’s tasks, functions, duties or powers) which is laid down by law under the Care Act 2014and the Children and Families Act 2014.
  • Article 9(2)(g) public interest, 18. Safeguarding of children and individuals at risk.

 

  • Along with Schedule 1 condition 1 of the Data Protection Act 2018.
  • Along with Schedule 1 condition 18 of the Data Protection Act 2018.

 

Who we share your data with

Swindon Carers Centre will share your name and job title/role applied for with the references you provide to us.

 

Your information will be shared with staff at Swindon Carers Centre within the Resources, Finance, Management, and Senior Leadership teams during the recruitment process.

 

Swindon Carers Centre will not sell your information to any organisations and will only refer you to other organisations with your prior consent.

 

How long we hold your data for

Swindon Carers Centre will not hold your data for any longer than is necessary.

 

We will continue to hold successful applicants information on a secure electronic database for the time that you are employed with the organisation. Your data will then be subject to our Employee Personal Data and Special Category Data Privacy Notice or our Volunteer Personal Data and Special Category Data Privacy Notice depending on the role applied for and accepted. Your data will then be held on our database for 6 years following the end of employment/volunteer role.

 

We will hold unsuccessful application information for 12 months following the closure of the job advertisement. Following this, all documents relating to the application will be permanently deleted from our systems.

 

Your rights

Under the General Data Protection Regulation 2018 you, as the data subject, have the following rights around the data that we hold about you:

  • The right to be informed about the collection and use of your personal data
  • The right of access to the data we hold about you
  • The right to have inaccurate or incomplete data we hold about you rectified if this is incorrect or incomplete
  • The right to the erasure of your data (in limited circumstances)
  • The right to restrict the processing of the data we hold about you (in limited circumstances)
  • The right to obtain and reuse the data we hold about you for your own purposes
  • The right to object to your data being used for marketing purposes or to object to your data being processed (in limited circumstances)
  • Rights in relation to automated decision making and profiling

 

Source of the data we hold about you

The information we collect about you will be provided by yourself directly.

 

What to do if you are unhappy with the way your personal data is being processed

Swindon Carers Centre’s Data Protection Officer (DPO) is Bronte Hague, who you can contact at:

Address:             Swindon Carers Centre, Sanford House, Sanford Street, Swindon, SN1 1HE

Telephone:         01793 531133

Email:                 bronte.hague@swindoncarers.org.uk

 

You also have the right to lodge a complaint with the supervisory authority for data protection. In the UK this is:

Information Commissioners Office

Wycliffe House

Water Lane, Wilmslow

Cheshire, SK9 5AF

 

Changes to our Privacy Notice

We regularly review, and where necessary, update our privacy information. If we plan to use personal data for a new purpose, we will update our privacy information and will communicate the changes to individuals before starting any new processing.

 

We will issue copies of our privacy notice and/or retention schedule upon request.