Data controller: Northamptonshire Rape Crisis
As part of any recruitment process, the Charity collects and processes personal data relating
to job applicants. The Charity is committed to being transparent about how it collects and
uses that data and to meeting its data protection obligations.
What information does the Charity collect?
The Charity collects a range of information about you. This includes:
- your name, address and contact details, including email address and telephone
number; - details of your qualifications, skills, experience and employment history;
- information about your current level of remuneration, including benefit entitlements;
- whether or not you have a disability for which the organisation needs to make
reasonable adjustments during the recruitment process; - information about your entitlement to work in the UK; and
The Charity may collect this information in a variety of ways. For example, data might be
contained in application forms, CVs or resumes, obtained from your passport or other
identity documents, or collected through interviews or other forms of assessment.
We may also collect personal data about you from third parties, such as references supplied
by former employers, information from employment background check providers.
Data will be stored in a range of different places, including on your application record, and on
IT systems (including email).
Why does the Charity process personal data?
We need to process data to take steps at your request prior to entering into a contract with
you. It may also need to process your data to enter into a contract with you.
In some cases, we need to process data to ensure that it is complying with its legal
obligations. For example, it is required to check a successful applicant’s eligibility to work in
the UK before employment starts.
We have a legitimate interest in processing personal data during the recruitment process
and for keeping records of the process. Processing data from job applicants allows the
Charity to manage the recruitment process, assess and confirm a candidate’s suitability for
employment and decide to whom to offer a job. We may also need to process data from job
applicants to respond to and defend against legal claims.
We may process information about whether or not applicants are disabled to make
reasonable adjustments for candidates who have a disability. This is to carry out its
obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, we may keep your personal data on file in case there are
future employment opportunities for which you may be suited. We will ask for your consent
before it keeps your data for this purpose, and you are free to withdraw your consent at any
time.
Who has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This
includes members of the office and trustees of the board if access to the data is necessary
for the performance of their roles.
We will not share your data with third parties, unless your application for employment is
successful and it makes you an offer of employment. We will then share your data with
former employers to obtain references for you. We will not transfer your data outside the European Economic Area.
How does the organisation protect data?
We take the security of your data seriously. We have internal policies and controls in place
to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not
accessed except by our employees in the proper performance of their duties. We have
policies in place to ensure the Charity is compliant in terms of GDPR, which are:
– Data Protection (GDPR compliant)
– Communication, Email, Internet & Social Media policy
– Data Retention Policy
For how long does the Charity keep data?
If your application for employment is unsuccessful, the Charity will hold your data on file for 1 month after the end of the relevant recruitment process. If you agree to allow the Charity to keep your personal data on file, we will hold your data on file for a further 5 months for consideration for future employment opportunities. At the end of that period or once you withdraw your consent, 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 periods for which your data will be held will be provided to you in a new privacy notice.
Your rights
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request;
- require the Charity to change incorrect or incomplete data;
- require the Charity to delete or stop processing your data, for example where the
data is no longer necessary for the purposes of processing; and - object to the processing of your data where the organisation is relying on its
legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact
Data Protection Officer: Dawn Thomas
Email address: [email protected]
If you believe that the Charity has not complied with your data protection rights, you can
complain to the Information Commissioner.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to the Charity during the
recruitment process. However, if you do not provide the information, the Charity may not be
able to process your application properly or at all.