Yorkshire Building Society decides what personal information we need to collect about you, how we use it, who we share it with and how long we keep it. This makes us the data controller of your personal information for data protection purposes.
We use data processors to act on our behalf under contract and after we have assessed their suitability. They are obliged to process personal your information only according to our instructions, keep it safe and not use your details for any other purposes.
When we refer to ‘We’ ‘Our’ ‘Us’ and ‘the Society’ we mean Yorkshire Building Society Group trading as:
Yorkshire Building Society (sometimes referred to as The Yorkshire, YBS).
Chelsea Building Society (sometimes referred to as The Chelsea, CBS).
Accord Mortgages Limited.
Collectively referred to as the YBS Group or the Group
Your personal information is protected by law and you have a right to know how we use it.
By making an application or accepting employment with the YBS Group, you are agreeing to the use of your personal information, as explained here and on your application form.
WHEN WILL WE USE YOUR PERSONAL INFORMATION?
We will respect your rights to privacy and will only collect, use, store and share your personal information where a lawful purpose applies:
it’s necessary for the performance of a contract you have or have requested to enter into,
if we have a legal obligation,
if we have a legitimate business interest where it does not have an unfair impact on you,
where it's in the public interest or we have been given official authority to do so.
If any of the details we collect, use, store or share is sensitive personal information we will only do this where:
we have given you a clear explanation and obtained your consent,
we believe you or another person may be at risk to protect yours or their vital interest,
you have made the information public,
it's necessary to establish, exercise or defend a legal claim,
the law determines there is a substantial public interest but we will always consider and take appropriate measures to safeguard your rights and privacy before doing this.
WHAT INFORMATION WE COLLECT WHEN YOU APPLY FOR A JOB WITH US
For both permanent role candidates and contractors, we will collect, store and use the following categories of personal information about you up until offer stage:
Telephone numbers, personal email addresses
Employment history for last six years
Your CV (which may contain further personal information provided by you)
Your current position and notice period
Salary information (current and desired)
Previous employment history (for last 6 years) including reasons for leaving
If you are successful in your interview we will also collect the following additional personal information about you
Any previous surname and forename (if applicable)
Date of birth
National Insurance Number
Relations working with YBSG
Previous addresses (for last five years)
Defaults on financial commitments, insolvency judgements
Unspent criminal convictions including theft, money laundering or other fraud offences
Dismissals from employment within last three years
Any gaps in employment of eight weeks or more within last three years including reasons for the gaps
Bank details for salary payment
Use of Sensitive Information
Data Protection laws define some personal information as 'sensitive'. This is a special category and includes the types of information listed below:
Health information (including medical records)
Racial or ethnic origin
Religious or philosophical beliefs
Trade union membership
Bio-metric data for the purpose of uniquely identifying an individual
Sex life or sexual orientation
Sensitive personal information requires a higher level of protection and we will only use such information where absolutely necessary, with your explicit consent or if required by law. We do hold details such as your title, gender, marital status and country of origin that may infer such things as religion, sexual orientation and race, but we will always treat it with care, in accordance with the law.
As an equal opportunities employer we will also collect the following information to monitor our equality and diversity. This information is not used in the short listing process and will be treated in strictest confidence. We collect the following personal information for recruitment monitoring and statistical purposes:
Religion and religious beliefs
We will use your sensitive personal information in the following ways:
We collect and use information about your race or national or ethnic origin, religious or beliefs, or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting
We use information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work and special equipment allocation, absence monitoring and ill health retirement
We use information about any criminal convictions (spent or unspent) and offences to assess your suitability for certain roles
HOW DO WE COLLECT YOUR PERSONAL INFORMATION?
We will collect personal information from you directly when you sign up and apply for a role by entering information onto our recruitment website.
We will also collect information about you throughout the application and recruitment process, either directly from you, your representative or nominated referee(s), job boards, referrals and our careers portal.
We will verify the information you provide to us on the candidate form and in your CV and/or cover letter. To do this, we may collect information from publicly available sources including social media sites e.g. LinkedIn.
We may also collect additional information from third parties including your former employers or credit reference agencies (Experian and Equifax) or other providers of standard information, such as Postal Address File.
HOW WE USE YOUR PERSONAL INFORMATION?
We will respect your right to privacy and will process your personal information according to the Data Protection laws at all times.
When you apply for a job with us we will use your personal information together with other information available (including relevant sensitive information, (e.g. health, race and religion) for:
Identity verification (including checking documents with issuing authorities e.g. driving licence – DVLA)
Processing your application
Assessing your suitability for the position
Contacting you where necessary
Credit checks and background checks
Fraud prevention and detection
Legal and regulatory compliance
General business reasons (e.g. updating personal records, handling queries )
If any of the details we collect, use, store or share are special category (sensitive) personal information we will only do this where we have your explicit consent and have given you a clear explanation to all you to do so. For example
Health records to support staff with their occupational health requirements;
Nationality to understand the diversity of applicants;
Offences and proceedings, spent or unspent, in line with the Rehabilitation of Offenders Act.
We will only use, keep and share your personal information as required to meet our legal and regulatory obligations up to and including any period of employment. After this time, we will delete your personal information in line with the requirements of the Financial Conduct Authority, Prudential Regulation Authority, Money Laundering regulations, Financial Ombudsman Service, HMRC and any other regulatory bodies.
All communications with us may be monitored/recorded to improve the quality of our service and for your protection and security.
Disclosing your personal information
We may disclose your personal information with other people or organisations as follows:
The progress of your application, including if a position has been offered and accepted, to your employment agency if the application came from them.
With Yorkshire Building Society and its subsidiary companies for fraud prevention, lawful purposes, administration and for general business purposes (e.g. updating personal records, handling queries and complaints).
If we sell or transfer all or part of our business, we may share or transfer our personal records as part of the proposed/actual sale or transfer. However, we will only do so under a contract or where we have a legal obligation to do so. The protection, security and confidentiality of your personal information are important to us and we put in place appropriate safeguards to manage this.
The personal information we have collected from you will be shared with CIFAS and other fraud prevention agencies who will use it to prevent fraud, other unlawful or dishonest conduct, malpractice, and other seriously improper conduct. If any of these are detected, you could be refused certain services or employment in future. Your personal information will also be used to verify your identity. Further details of how your information will be used by us, CIFAS and/or other fraud prevention agencies, and your data protection rights, can be found by contacting our Staff Fraud Risk Manager, Yorkshire House, Yorkshire Drive, Bradford, BD5 8LJ.
Where we transfer personal information to countries outside the European Economic Area (EEA) this is always done under a contract which includes appropriate safeguards for the security and confidentiality of your personal information, with your consent, or where permitted by the Data Protection laws.
YOUR RIGHTS UNDER THE DATA PROTECTION LAWS
You have the right to:
be informed about processing of your personal information,
have your personal information corrected if it is inaccurate or incomplete,
object or restrict to the processing of your personal information,
have your personal information erased subject to conditions (e.g. where the processing fails to satisfy legal requirements),
request access to your personal information and details about how we process it,
move, copy or transfer your personal information also known as 'data portability',
challenge automated decision making including profiling, which is the automated processing of your personal information to evaluate certain things about you,
complain to the Information Commissioner's Office (https://ico.org.uk/) which enforces data protection laws.
If you have any queries relating to the use of your personal information and your rights or wish to invoke your rights please contact your hiring manager.
If you want to see what personal information we hold about you, you can request a copy of this by completing a Subject Access request form. This form can be found on our website www.ybs.co.uk
Our Data Protection Officer (DPO) provides help and guidance to make sure we apply the best standards to protecting your personal information. Our DPO can be reached by email at firstname.lastname@example.org
or by post at DPO, Yorkshire House, Yorkshire Drive, Bradford, BD5 8LJ.