What is the purpose of this document?
This privacy notice is issued by National Housing Federation, company number 302132, with its registered office at Lion Court 25 Procter Street, London, WC1V 6NY. As a data controller, we are responsible for deciding how we hold and use personal information about you.
This privacy notice is displayed because you are applying for work with us. It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR).
Our HR team is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact HRAdmin@housing.org.uk
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), which is the supervisory authority for data protection issues in the UK (phone: 0303 123 1113 or at www.ico.org.uk/concerns).
However, we would appreciate the chance to deal with your concerns before you approach the ICO, so please feel free to contact us in the first instance.
Changes to this Privacy Notice and Changes to Your Details
We will need to update this privacy notice from time to time as the law and/or our business changes and develops. We will endeavour to tell you in advance by sending an email to you if we hold your email address. It is important that the personal data that we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Data protection principles
We will comply with data protection law and principles, which means that your data will be:
1) Used lawfully, fairly and in a transparent way. 2) Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes. 3) Relevant to the purposes we have told you about and limited only to those purposes. 4) Accurate and kept up to date. 5) Kept only as long as necessary for the purposes we have told you about. 6) Kept securely.
The kind of information we hold about you In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
1) The information you have provided to us in your curriculum vitae and covering letter. 2) The information you have provided on our application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications, right to work details. 3) Notes of any information you provide to us during an interview. 4) The information you have provided regarding your employment history, qualifications and experience on LinkedIn profile or other publicly accessible social media accounts. 5) The results and scorings of any tasks or assessments that are carried out as part of the interview process including psychometric tests. We may also collect, store and use the following "special categories" of more sensitive personal information (Sensitive Personal Information): 6) Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions. 7) Information about your health, including any medical condition, health and sickness records. 8) Information about criminal convictions and offences.
How is your personal information collected?
We collect personal information about candidates from the following sources:
1) You, the candidate. 2) Jobtrain, from which we collect the following categories of data: name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications, right to work information. 3) Recruitment Agents, from which we collect the following categories of data: name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications, right to work information 4) Your named referees, from whom we collect the following categories of data: employment history, dates of employment, disciplinary record. 5) The following data from third parties is collected from a publicly accessible source LinkedIn profile and posting data.
How we will use information about you
We will use the personal information we collect about you to:
1) Assess your skills, qualifications, and suitability for the role. 2) Carry out background and reference checks, where applicable. 3) Communicate with you about the recruitment process. 4) Keep records related to our hiring processes. 5) Comply with legal or regulatory requirements.
It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our business to appoint someone to that role. We also need to process your personal information to decide whether to enter into a contract of employment with you. Having received your application, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide along with the results from any tests that you have taken at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references before confirming your appointment.
How we use Sensitive Personal Information
We will use your Sensitive Personal Information in the following ways: ? We will use information about your disability status to consider whether we need to provide reasonable adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview. ? We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.
We have in place an appropriate policy document and safeguards, which we are required by law to maintain when processing such data.
Why might you share my personal information with third parties?
We will only share your personal information with the following third parties for the purposes of processing your application:
We take the security of your personal data very seriously and have in place appropriate security measures at all times, to protect your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We limit access to your personal information to those employees who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. We have also put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Please take care of your own information. For security tips and tricks when using the internet, Wi-Fi and smartphones or tablets, please visit www.getsafeonline.org.
How long will you use my information for?
We can only keep your personal data for as long as necessary for the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. We will retain your personal information for a period of up to 12 months after we have communicated to you our decision about whether to appoint you to the role. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our data retention policy. If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately to let you know that we intend to retain your personal information for a fixed period on that basis. You can contact us at that time or at any time afterwards to ask us to remove your information, and we will do so. We regularly review our retention periods to ensure that we are not keeping your data for longer than necessary.
Rights of access, correction, erasure, and restriction
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
1) Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it. 2) Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected. 3) Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below). 4) Object to processing of your personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes. 5) Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it. 6) Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact us at HRAdmin@housing.org.uk in writing.
Right to withdraw consent
When you applied for this role, you provided consent to us processing your personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact us at HRAdmin@housing.org.uk.
Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.