IT Services

Privacy Notice for Applicants


Document title:

Privacy Notice for Applicants

Version number:

1.0

Policy Status

Approved

Date of Issue

May 2018

Date to be revised

May 2020

 

Privacy notice
Under data protection law, individuals have a right to be informed about how the Trust uses any personal data that Leigh Academies Trust (LAT) hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.
This privacy notice explains how we collect, store and use personal data about individuals we employ, or otherwise engage, to work at our Trust.
We, Leigh Academies Trust (LAT), are the ‘data controller’ for the purposes of data protection law. Our Data Protection Officer is Stephane Vernoux (see ‘Contact us’ below).

The personal data we hold
We process data relating to those we employ, or otherwise engage, to work at our Trust or its academies. Personal data that we may collect, use, store and share (when appropriate) about you includes, but is not restricted to:
  • Contact details;
  • Date of birth, marital status and gender;
  • Next of kin and emergency contact numbers;
  • Salary, annual leave, pension and benefits information;
  • Bank account details, payroll records, National Insurance number, tax status information Passport number;
  • Recruitment information, including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process;
  • Qualifications and employment records, including work history, job titles, working hours, training records and professional memberships;
  • Performance information;
  • Outcomes of any disciplinary and/or grievance procedures;
  • Absence data;
  • Copy of driving licence and car insurance certificate;
  • Photographs;
  • We may also collect, store and use information about you that falls into "special categories" of more sensitive personal data. This includes information about (where applicable):
  • Race, ethnicity, religious beliefs, sexual orientation and political opinions;
  • Trade union membership;
  • Health, including any medical conditions, and sickness records.

  • Why we use this data

    The purpose of processing this data is to help us run the Trust and its academies, including to:
  • Process your application for employment.

  • Our lawful basis for using this data
    We only collect and use personal information about you when the law allows us to. Most commonly, we use it where we need to:
  • Comply with a legal obligation;
  • Carry out a task in the public interest;
  • We may also use personal information about you where:
  • You have given us consent to use it in a certain way.
  • Where you have provided us with consent to use your data, you may withdraw this consent at any time. We will make this clear when requesting your consent, and explain how you go about withdrawing consent if you wish to do so.
    Some of the reasons listed above for collecting and using personal information about you overlap, and there may be several grounds which justify the Trust’s use of your data.

    Collecting this information
    While the majority of information we collect from you is mandatory, there is some information that you can choose whether or not to provide to us.
    Whenever we seek to collect information from you, we make it clear whether you must provide this information (and if so, what the possible consequences are of not complying), or whether you have a choice.

    How we store this data
    We create and maintain an employment file for each staff member. The information contained in this file is kept secure and is only used for purposes directly relevant to your employment.
    Once your employment with us has ended, we will retain this file and delete the information in it in accordance with the LAT Data Retention Policy.

    Data sharing
    We do not share information about you with any third party without your consent unless the law and our policies allow us to do so.
    Where it is legally required, or necessary (and it complies with data protection law) we may share personal information about you with:
  • Security organisations - to meet our legal obligations to share information where appropriate, such as safeguarding concerns;
  • Health and social welfare organisations - to meet our legal obligations to protect the welfare of staff and pupils;
  • Employment and recruitment agencies - to meet our legal obligations in providing responsible recruitment practices.

  • Transferring data internationally
    Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.

    Your rights:
    How to access personal information we hold about you
    Individuals have a right to make a ‘subject access request’ to gain access to personal information that LAT holds about them.
    If you make a subject access request, and if we do hold information about you, we will:
  • Give you a description of it;
  • Tell you why we are holding and processing it, and how long we will keep it for;
  • Explain where we got it from, if not from you;
  • Tell you who it has been, or will be, shared with;
  • Let you know whether any automated decision-making is being applied to the data, and any consequences of this;
  • Give you a copy of the information in an intelligible form.
  • You may also have the right for your personal information to be transmitted electronically to another organisation in certain circumstances.
    If you would like to make a request, please contact datacontroller@latrust.org.uk

    Your other rights regarding your data
    Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe. You have the right to:
  • Object to the use of your personal data if it would cause, or is causing, damage or distress;
  • Prevent your data being used to send direct marketing;
  • Object to the use of your personal data for decisions being taken by automated means (by a computer or machine, rather than by a person);
  • In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing;
  • Claim compensation for damages caused by a breach of the data protection regulations.
  • To exercise any of these rights, please contact datacontroller@latrust.org.uk

    Complaints
    We take any complaints about our collection and use of personal information very seriously. If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.
    To make a complaint, please contact our Data Protection Officer at datacontroller@latrust.org.uk
  • Report a concern online at at https://ico.org.uk/concerns
  • Call 0303 123 1113;
  • Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

  • Contact us
    If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer:
  • Stephane Vernoux, Group Data Protection Officer, datacontroller@latrust.org.uk