Terms & conditions

Privacy notice for applicants

Thank you for your interest in applying to work or volunteer with Beamish museum. Please read the following privacy statement carefully before you start your application so that you have all the facts about what sort of data we will ask to collect from you, why we and how we use it as well as how it is stored.

Beamish museum adheres to all obligations under the General Data Protection Regulation (GDPR.) and we are committed to processing your personal data securely

Data Protection Principles

In relation to your personal data, we will:

process it fairly, reasonable and lawfully in a clear, transparent way
collect your data only for reasons that we find proper for the course of your application in ways that have been explained to you

only use it in the ways that we have told you about
ensure it is correct and up to date on taking the information
keep your data only for as long as we need for your application or potential offer of employment
process it in a way that ensures it will not be used for anything that you are not aware of or have consented to (as appropriate), lost or destroyed

What sort of data do we collect?

We will hold different types of data about you as part of the application process, such as:

your personal details including your full name, address, date of birth, email address and a contact telephone number
NI Number
gender
marital status
whether or not you have a disability as disclosed in line with provisions of the Equality Act 2010
information included on your application/CV including contact details for referees, education history and employment history
documentation relating to your immigration status and right to work
equality and diversity data

How we collect your data

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 panel during an interview or recruitment day.

Further information will be collected directly from you if you are offered employment, for example, your bank and next of kin 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.

Personal data is kept electronically within Beamish’s HR and IT systems, which have restricted access and are password protected.

Why do we need to process your data?

The law on data protection allows us to process your data for certain reasons only:

in order to perform the employment contract that we are party to
in order to carry out legally required duties
in order for us to carry out our legitimate interests
to protect your interests and where something is done in the public interest.

All processing carried out by us falls into one of the permitted reasons. However, we will rely on the first three reasons set out above to process your data.

We need to collect your data to ensure we are complying with legal requirements such as:

carrying out checks in relation to your right to work and
making reasonable adjustments for disabled candidates.

We also collect data so that we can carry out activities which are in the legitimate interests of the Museum. We have set these out below:

making decisions about who to offer employment to
making decisions about salary and other benefits
assessing training needs
dealing with legal claims

Special categories of data

Special categories of data are those that relate to your:

health
gender
ethnic origin

We will process special categories of data in accordance with more stringent guidelines. Most commonly, we will process special categories of data when the following applies:

you have given explicit consent to the processing
we must process the data in order to carry out our legal obligations
we must process data for reasons of substantial public interest
you have already made the data public.

We will use your special category data:

for the purposes of equal opportunities monitoring

We do not need your consent if we use special categories of personal data in order to carry out our legal obligations or exercise specific rights under employment law. However, we may ask for your consent to allow us to process certain particularly sensitive data. If this occurs, you will be made fully aware of the reasons for the processing. As with all cases of seeking consent from you, you will have full control over your decision to give or withhold consent and there will be no consequences where consent is withheld. Consent, once given, may be withdrawn at any time.

Criminal conviction data

We will only collect criminal conviction data where it is appropriate given the nature of your role and where the law permits us. This data is collected to allow us to assess your suitability for the role offered.

What if decide not to provide my data?

The main reason for Beamish museum collecting and processing your data is to allow us to carry out an effective recruitment process. Whilst you are under no obligation to provide us with your data, we may not able to process, or continue with, your application if consent is withheld.

Sharing your data

Your data will be shared with colleagues within Beamish museum where it is necessary for them to undertake their duties with regard to recruitment. This includes:

Members of the HR, People Development and Volunteer team.
Managers in the team where the vacancy is
Those who are responsible for reading your application and interviewing you

Your data will be shared with third parties if you are successful in your job application. In these circumstances, we will share your data in order to obtain references as part of the recruitment process

Protecting your data

We are aware and adhere to the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such.

Where we share your data with third parties, we provide written instructions to them to ensure that your data are held securely and in line with GDPR requirements. Third parties must implement appropriate technical and organisational measures to ensure the security of your data.

How long we keep your data for

In line with data protection principles, we only keep your data for as long as we need it for and this will depend on whether or not you are successful in your application and beginning work with us.

If your application is not successful and we have not sought consent or you have not provided consent upon our request to keep your data for the purpose of future suitable job vacancies, we will keep your data for six months once the recruitment process ends.

If we have sought your consent to keep your data on file for future job vacancies, and you have provided consent, we will keep your data for 12 months once the recruitment process ends. At the end of this period, we will delete or destroy your data, unless you have already withdrawn your consent to our processing of your data in which case it will be deleted or destroyed upon your withdrawal of consent.

If your application is successful, your data will be kept and transferred to the systems we administer for employees and volunteers. We have a separate privacy notice for employees and volunteers, which will be provided to you.

What are your rights in relation to your data?

The law on data protection gives you certain rights in relation to the data we hold on you. These are:

the right to be informed. This means that we must tell you how we use your data, and this is the purpose of this privacy notice
the right of access. You have the right to access the data that we hold on you. To do so, you should make a subject access request
the right for any inaccuracies to be corrected. If any data that we hold about you is incomplete or inaccurate, you are able to require us to correct it
the right to have information deleted. If you would like us to stop processing your data, you have the right to ask us to delete it from our systems where you believe there is no reason for us to continue processing it
the right to restrict the processing of the data. For example, if you believe the data we hold is incorrect, we will stop processing the data (whilst still holding it) until we have ensured that the data is correct
the right to portability. You may transfer the data that we hold on you for your own purposes
the right to object to the inclusion of any information. You have the right to object to the way we use your data where we are using it for our legitimate interests
the right to regulate any automated decision-making and profiling of personal data. You have a right not to be subject to automated decision making in way that adversely affects your legal rights.

Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.

Making a Complaint

If you think your data protection rights have been breached in any way by us, you are able to make a complaint to the Information Commissioner’s Office.

Thank you and we look forward to receiving your application.