Terms & Conditions
GDPR Candidate privacy notice
What is the purpose of this document?
This notice is designed to make 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).
Data protection principles
We will comply with data protection law and principles, which means that your data will be:Used lawfully, fairly and in a transparent way.
Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
Relevant to the purposes we have told you about and limited only to those purposes.
Accurate and kept up to date.
Kept only as long as necessary for the purposes we have told you about.
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:
All information you have provided on the online application form, including title, full name, full address, telephone number, personal email address, educational/training history, employment history, contact details for referees, age range, date of birth, gender.
All information you have provided to us in your curriculum vitae or other supporting documents.
All information you provide to us during an interview, this will include copies of National Insurance documents and qualification certificates.
Any other information as part of the recruitment process, which may including work based exercise results, presentations you have submitted, assessment centre results, pre-interview work.
We may also collect, store and use the following "special categories" of more sensitive personal information:Equality and diversity data which may include Information about your ethnic origin and nationality. This will include copies of asylum documents taken at interview.
Information about your health, including any medical condition, health and sickness records and whether you consider that you have a disability in accordance with the definition in the Equality Act 2010.
Information about spend and unspent criminal convictions and offences as applicable to the job role.
How is your personal information collected?
We collect personal information about candidates from the following sources:
You, the candidate.
Your named referees, from whom we collect data which will include verification of details you have provided.
Disclosure and Barring Service in respect of criminal convictions when required.
How we will use information about you?
We will use the personal information we collect about you to:Advise you through email job alerts about jobs which you may be interested in applying for
Enable you to submit your application form online and include any supporting documents
Assess your skills, qualifications, experience and suitability for any roles you apply for
Communicate with you about the recruitment process including answering any queries
Share with third parties to carry out background, reference; health assessment, qualification and criminal reference checks where relevant to the job role
Keep records related to our hiring processes.
Monitor compliance with our equal opportunities policy and to undertake statistical analysis of data (equality and diversity) and internal reporting.
Comply with legal or regulatory requirements.
It is in our legitimate interests to decide whether to appoint you to the job role since recruiting to the job role will be beneficial to our organisation.
We also need to process your personal information to decide whether to enter into a contract of employment with you.
Following the closing date of the job role we will process the information from your online application to decide whether you meet the required criteria 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 to us at the interview to decide whether to provisionally offer you the role. If we decide to make a provisional offer, we will then take up references, ask you to complete a medical questionnaire and/or carry out a criminal record check before confirming your appointment.
If you fail to provide personal information
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, we will require two references for all job roles, and if you fail to provide us with relevant referee details, we will not be able to take your application further.
How we use particularly sensitive personal information
We will use your particularly sensitive personal information in the following ways:
We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or an alternative interview venue needs to be sought.
We will use information about your nationality or ethnic origin, to ensure meaningful equal opportunity monitoring and reporting. This is also used to complete criminal record checks if applicable to the job role as required by the DBS.
We will use information about your health and sickness records to determine if you are fit for employment, this may require you to attend a medical with our occupational health professional to determine the outcome.
Information about criminal convictions
Depending on the job role we may process information about criminal convictions.
For specific job roles we will collect information about your criminal conviction history before we offer you the role (conditional on checks and any other conditions, such as references, being satisfactory). We may carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. In particular:
We are legally entitled to carry out criminal record checks for those carrying out working with children or adults at risk.
If the role is one which is listed on the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (SI 1975/1023) and is also specified in the Police Act 1997 (Criminal Records) Regulations (SI 2002/233)] so is eligible for a standard or enhanced check from the Disclosure and Barring Service.
If the role requires a high degree of trust and integrity such as for example dealing with customers highly confidential data, we would like to ask you to seek a basic disclosure of your criminal records history.
We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
Automated decision-making
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
Data sharing
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: As detailed previously in the notice, DBS, referees, occupation health practitioners. In addition if you apply for a job role with Alive West Norfolk your personal information will be shared with these organisation to enable them to process your application as described in this notice. All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
Data security
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, contractors and other third parties 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. (Details of these measures may be obtained from the Data Protection Officer).
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
Data retention
How long will you use my information for?
Unsuccessful candidates data will be retained for a period of 12 months after we have communicated the outcome of the recruitment process. 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, seeking your explicit consent to retain your personal information for a fixed period on that basis.
Successful candidates full information will be required for employment purposed and will be retained on your employment file through your period of employment. All other documents not relevant for example a copy of your DBS certificate will be securely destroyed no more than 6 months after your start date has been confirmed.
Rights of access, correction, erasure, and restriction
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
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.
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.
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).
Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) 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.
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.
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 the Personnel Officer in writing.
Right to withdraw consent
By submitting your application form, you provided consent to us processing your personal information for the purposes of the recruitment and selection process. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact the Personnel Officer. 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.
Data protection officer
We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO. You 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.
Please close the screen and click to confirm you have read, understood and consent to how our organisation will use and store your information.
What is the purpose of this document?
This notice is designed to make 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).
Data protection principles
We will comply with data protection law and principles, which means that your data will be:
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:
We may also collect, store and use the following "special categories" of more sensitive personal information:
How is your personal information collected?
We collect personal information about candidates from the following sources:
How we will use information about you?
We will use the personal information we collect about you to:
It is in our legitimate interests to decide whether to appoint you to the job role since recruiting to the job role will be beneficial to our organisation.
We also need to process your personal information to decide whether to enter into a contract of employment with you.
Following the closing date of the job role we will process the information from your online application to decide whether you meet the required criteria 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 to us at the interview to decide whether to provisionally offer you the role. If we decide to make a provisional offer, we will then take up references, ask you to complete a medical questionnaire and/or carry out a criminal record check before confirming your appointment.
If you fail to provide personal information
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, we will require two references for all job roles, and if you fail to provide us with relevant referee details, we will not be able to take your application further.
How we use particularly sensitive personal information
We will use your particularly sensitive personal information in the following ways:
Information about criminal convictions
Depending on the job role we may process information about criminal convictions.
For specific job roles we will collect information about your criminal conviction history before we offer you the role (conditional on checks and any other conditions, such as references, being satisfactory). We may carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. In particular:
We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
Automated decision-making
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
Data sharing
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: As detailed previously in the notice, DBS, referees, occupation health practitioners. In addition if you apply for a job role with Alive West Norfolk your personal information will be shared with these organisation to enable them to process your application as described in this notice. All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
Data security
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, contractors and other third parties 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. (Details of these measures may be obtained from the Data Protection Officer).
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
Data retention
How long will you use my information for?
Unsuccessful candidates data will be retained for a period of 12 months after we have communicated the outcome of the recruitment process. 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, seeking your explicit consent to retain your personal information for a fixed period on that basis.
Successful candidates full information will be required for employment purposed and will be retained on your employment file through your period of employment. All other documents not relevant for example a copy of your DBS certificate will be securely destroyed no more than 6 months after your start date has been confirmed.
Rights of access, correction, erasure, and restriction
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
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 the Personnel Officer in writing.
Right to withdraw consent
By submitting your application form, you provided consent to us processing your personal information for the purposes of the recruitment and selection process. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact the Personnel Officer. 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.
Data protection officer
We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO. You 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.
Please close the screen and click to confirm you have read, understood and consent to how our organisation will use and store your information.