The purpose of processing
As part of any recruitment process, the Council collects and processes personal data relating to job applicants. The Council is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
Data subjects
Job applicants
Personal data
Name
Address
Email address
Phone number
Marital status
Next of kin
Emergency contacts
Information about your entitlement to work in the UK including nationality, passport and/or visa details
Details about any dismissal particularly where the role is working in regulated activity
Details of your qualifications, skills, experience and employment history
Information about your current level of remuneration, including benefit entitlements
Bank account details
National Insurance Number
Details of shared parental leave
Details of previous termination payments where they may have an impact on continuity of service as covered by the Redundancy Payments (Continuity of Employment in Local Government etc) (Modification) Order (RMO)
Whether or not you have a disability, medical or health condition
"Special category data" (ethnic origin, sexual orientation, health,religion or belief)
How is it used?
To make reasonable adjustments during the recruitment process (for a disability, medical or health condition)
For monitoring purposes
To ensure that policies are being applied fairly
To ensure that the council is complying with its legal obligations
Assess and confirm a candidate's suitability for employment and decide to whom to offer a job
To respond to and defend against legal claims
To carry out the council's obligations and exercise specific rights in relation to employment
Profiling and automated decision making
Recruitment processes are not based solely on automated decision-making. However, anyone who does not have the Right to Work in the UK will be automatically debarred from the application process.
Legal basis for using your data
GDPR condition relied upon for processing personal data:
Article 6.1 f - Legitimate interests
As a data subject, you have a number of rights. Your rights are set out in Articles 13 to 22 of the General Data Protection Regulations and include: access and obtain a copy of your data on request, require the Council to change incorrect or incomplete data, require the Council to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing, object to the processing of your data where the Council is relying on its legitimate interests as the legal ground for processing and ask the Council to stop processing data for a period if data is inaccurate or there
is a dispute about whether or not your interests override the Council's legitimate grounds for processing data.
is a dispute about whether or not your interests override the Council's legitimate grounds for processing data.
GDPR condition relied upon for processing special category data
Article 9.2 a - Explicit consent
Sharing of personal data with external recipients
The Council will not normally share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. However the Council does provide a recruitment service on behalf of third party employers where data will be shared. We will share your data with former employers to obtain references for you and the Disclosure and Barring Service to obtain necessary criminal records checks. The Council’s DBS applications are processed by uCheck, who use a secure site to process DBS applications on the Council’s behalf. Applicants working in regulated activity and/or using public secure network systems will have direct access to the system to enter the relevant details. For applicants who require permission to work in the United Kingdom, the Council may need to share personal information with the Home Office and any appointed legal adviser for the Council to make sure we comply with legal and statutory obligations. The Council will not transfer your data outside the European Economic Area.
How long is the personal data retained by the Council?
If your application for employment is unsuccessful, the Council will hold your data on file for 12 months after the end of the relevant recruitment process. The information may be used for statistical reporting and the provision of equalities data. At the end of that period, your data is deleted or destroyed. If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The purpose for which your data will be held will be provided to you in a new privacy notice. Periods of retention for Human Resources and Payroll records are published by the Council’s Information Management Services and are available to all employees on the intranet.