Terms & Conditions

HMRC Contingent Labour Privacy Notice

This statement outlines how Contingent Labour will process your personal data upon application for a contract assignment within HMRC via Jobtrain and your rights made under Articles 13 and/or 14 of the General Data Protection Regulation (GDPR)

Introduction

​HMRC Contingent Labour​​

​​HMRC Specialist Contingent Labour is used when the vacancy holder or business area have a requirement for a worker with a specific set of niche skills and/or qualifications that are not readily available within the department. The Specialist Contingent Labour team centrally manage specialist contingent labour requests, providing expert advice and guidance to HR colleagues and directorates on specialist contingent labour requirements.  We provide a better, more accurate data source and where possible flex our contingent labour workers to new programmes and support workers and managers with issues and guidance.​

Jobtrain

Jobtrain is a trusted third-party recruitment management system providing a recruitment software solution to HMRC Contingent Labour.  This is a platform with the users in mind helping applicants and recruiters to solutions.   Jobtrain and HMRC Contingent Labour act as ‘Data Controllers’ for the information held when you apply for a vacancy directly though application or indirectly via a third party job board.

Jobtrain’s privacy notice is available here: https://jobtrain.co.uk/privacy-policy/

Public Sector Resourcing (PSR) Operated by Alexander Mann Solutions (AMS)

For successful applicants, we avail of the services of Public Sector Resourcing (PSR), operated by Alexander Mann Solutions (AMS).  Upon offer acceptance, we will share your application data to PSR, to perform our vetting and contract management functions on our behalf.  As a result, both HMRC and PSR are acting as individual data controller, in some circumstances are joint controllers. 

In addition to this Privacy Notice, the Privacy Notice for PSR/AMS is available here:  https://www.publicsectorresourcing.co.uk/privacy-policy

Your Data

The information that we may collect about you, to hold and process for identifying a suitable position, is set out below:

Your name

Address

Telephone number and email address

CV/Work History

Your job preferences including your role, geographical area and salary expectations

Any other work related information you provide for example, notice period, education or training information. 

Information collected and processed by HMRC for the purpose of work placements will include:

Your date of birth

Your right to work within the UK status

National Insurance number

Reference information

Information that may be collected automatically

When you visit or use Jobtrain for HMRC Contingent Labour vacancies, we may collect information sent to use automatically by your computer, mobile phone or other device.  For example, me may collect:

Device Information - Hardware model, operating system version
Log information Time and duration of visit
Other information Links you click, location
Tracking information When you visit this site we use cookies that do not collect any personal information

Jobtrain provides you with access to the information we hold about you so that you can view this information and change the information if it is not accurate.

Purpose 

The information above may be provided by you directly upon application or indirectly via a third party such as an independent job board company etc. The data is required to provide our recruitment services to you and to facilitate the contingent recruitment process; to enable you to submit your CV and/or application form, apply online for jobs; to improve our customer service and to make our services more valuable to you (including tailoring our website and our group companies websites when you log on to enrich your personal online experience). The information is used solely to fulfil the contingent labour requirements within HMRC, matching skilled professionals with prospective businesses and to also keep you informed of any further opportunities that may arise. This data will also be used to monitor the effectiveness of recruitment processes - this could include statistical analysis of system usage, or research into the recruitment experience of applicants and other system users, or analysing referral sources to see which provide the most diverse applicants

For work placements we ask for your date of birth, UK Right to Work status and National Insurance Number to establish your right to work suitability within the United Kingdom. 

How we store the information

All the personal data collected by HMRC Contingent Labour is stored by Jobtrain within a United Kingdom database/server.

Legal basis of processing

HMRC Contingent Labour requires your personal information to administer the recruitment process.  You are under no obligation to provide personal data to Contingent Labour, however without the data it will not be possible to process any applications. 

Contingent Labour will not use your personal data for any other purpose other than to administer recruitment.  You are free to withdraw your consent at any time via the Jobtrain application portal. 

Data sharing

Your CV and related personal screening information will be shared with prospective hiring managers within HMRC and their support team functions for recruitment decisions. 

When an offer of assignment is made and accepted, we will  share your personal data explained above with a third party in PSR, a service operated by Alexander Mann Solutions. We have a contractual relationship with PRS to support our onboarding and contract management  functions obtained through a Public Sector Resourcing Framework.  PSR will fulfil contingent labour functions that include: payroll, timesheet processing, statutory contributions, administration, employee benefits provision and administration, travel and security vetting as the Data Controller.  In order to process your successful application and assignment, AMS may need to pass your information to other AMS companies, clients under the PSR Framework, and nominated suppliers for progressing the Purposes described above. These could include client or AMS technology providers, insurance companies, credit checking agencies, fraud prevention agencies, third party screening providers, payroll providers, and government bodies, as well as third parties that you provide us, such as your referees. Please note that PSR/AMS may collect information that is referred to as ‘special category data’.  This could be information about your health so that we can make reasonable adjustments for you during your recruitment journey, or in the workplace if you are offered an assignment. It could also be information about your ethnicity, religion or sexual orientation by monitoring the fair operation of our engagement practices. PSR may inform HMRC’s Contingent Labour Team regarding any reasonable adjustments to take up your assignment.

For further information PSR’s privacy notice please visit https://www.publicsectorresourcing.co.uk/privacy-policy

We require third parties to respect the security of your data and to treat it in accordance with the law.


We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you.

Queries regarding application process

If you request support with your application or for a technical issue:

  • Approved staff from the Contingent Labour Team
  • Approved staff from our technical supplier
  • Customer relationship management system
  • Project management tools

As your personal data will be stored on our IT infrastructure it will also be shared with our data processors who provide email and document management and storage services to us.

Retention

How long will you use my information for?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for.  Please see the retention schedule below

Data

Used by/for

Retention period

1.       Title, full name, date of birth and assignment details.

Used and stored by the HMRC HR Contingent Labour Teams to monitor when ex-contingent labour workers apply for a new assignment with HMRC. So HMRC can review risks of workers re-joining the department particularly if the assignment was ended as a result of misconduct, poor attendance/performance.

3 years from the date the assignment ends.

2.       Title, full name and address.

Used and stored by the HMRC Systems Audit Data Analysis Team (SADA) to complete risk profiling, allowing them to monitor HMRC system use and identify security breaches/unauthorised access.

Until the end of the assignment when all HMRC equipment has been returned.

3.       Title*, full name*, date of birth*, address, nationality, NINO, personal contact number(s) and personal email address.

Used and stored by the HMRC HR Contingent Labour Teams to complete all onboarding and offboarding, including issuing and collecting HMRC equipment, contacting candidates about their assignment, completing employment history checks, creating the worker’s HMRC account (incl PID, password and HMRC email address), and completing PD1 locking and unlocking which prevents the worker from accessing other colleague’s tax records, and protects other colleagues from accessing the worker’s tax records.

Until the end of the assignment when all HMRC equipment has been returned.

*see point 1 for retention details of name, date of birth and assignment details.

4.       Employment start and end dates and details for the last 3 years.

Used and stored by the HMRC HR Contingent Labour Teams to complete employment history checks prior to onboarding.

2 weeks from take up duty date.

5.       CV

Used and stored by the HMRC HR Contingent Labour Teams to onboard workers and create a candidate pool* for future roles (*with the worker’s permission).

12 months from onboarding.

After a period of 12 months of inactivity, you will receive an email to request whether you would like to retain your JobTrain record. If you take no action from this email, your record will automatically delete after 30 days. If you take action by logging into your JobTrain account, your record will remain active and the 12 month period will reset. You can delete your application for a specific role or your full account by logging into your account.

For successful applicants, HMRC will safely dispose of this data once the assignment is ended and all equipment has been returned, except for the full name, date of birth and assignment details which will be securely stored for 3 years from the assignment end date and considered during onboarding checks should you apply for another temporary role with HMRC. Data will not be shared with other organisations or companies except to enable the provision or return of IT equipment if necessary. Workers will be provided with the full Privacy Notice for any information gathered during their assignment with HMRC as part of their onboarding into HMRC.

Your rights

You have the right to request information about how your personal data is processed, and to request a copy of that personal data by writing to advice.dpa@hmrc.gsi.gov.uk 

Your personal data is available to view in your Application Centre within Jobtrain at any time.  You have the right to request that any inaccuracies in your personal data are rectified without delay.  JobTrain provides you with access to the information we hold about you so that you can view this information and change the information if it is not accurate.

  • You can edit your contact details in your Application Centre at any time
  • You can also edit contact details on submitted applications
  • To request corrections to an application you have submitted, email the contact listed on the advert for that vacancy - however only minor updates are usually considered

You have the right to request that any incomplete personal data are completed, including by means of a supplementary statement.

  • You can add additional contact details via your Application Centre at any time
  • In most cases, you will be unable to submit an application if mandatory information is missing
  • Please check your application carefully before submitting it, as your application will be assessed on the information you provide at that point

You have the right to request that your personal data is erased if there is no longer a justification for it to be processed.  With Jobtrain you have the ability to delete delete either individual applications or their entire profile.  This removes any application data or data of the candidate. You have the right in certain circumstances (for example, where accuracy is contested) to request that the processing of your personal data is restricted.

  • If your data is restricted from processing, you cannot be considered for a job
  • If your request relates to an application, email the contact listed on the job advert

Complaints

If you consider that your personal data has been misused or mishandled, you may make a complaint to the Information Commissioner, who is an independent regulator. The Information Commissioner can be contacted at:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
0303 123 1113
casework@ico.org.uk

Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.

Contact details and Data Protection Officer

This Privacy Notice explains instances where HMRC are a "data controller". This means that we are responsible for deciding how we hold and use personal information about you.  HMRC have appointed a Data Protection Officer, David Burke, to oversee compliance with its data protection obligations.

If you have any questions about this privacy notice or how we handle your personal information, please contact your Security and Information Business Partner in the first instance.

You can also raise your data protection concerns with, or escalate any unresolved concerns to, the Data Protection Officer at any time at advice.dpa@hmrc.gsi.gov.uk 

You also have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.

Updates to this notice

If this privacy notice changes in any way, we will place an updated version on this page. Regularly reviewing this page ensures you are always aware of what information we collect, how we use it, and under what circumstances we will share it with other parties.  Last updated: October 2022

Please click to confirm you have read, understand and consent to how our organisation will use and store your information.