Recruitment Privacy Notice
As part of any recruitment process, Bassetlaw District 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.
According to the General Data Protection Regulation 2016 (GDPR) and the Data Protection Act 2018 (DPA), we must have a reason to collect and use your information. This document explains how your information will be held about you and processed by HR. You can also find out about the General Data Protection Regulation 2016 and Data Protection Act 2018 and your rights on the Council’s website.
This document contains information about:
- Who we are
- What information does the Council collect
- Why does the Council process personal data
- Who has access to data
- How does the Council protect data
- For how long does the Council keep data
- Your rights
- What if you do not provide personal data
- Further information and Data Protection Officer
Who we are?
Bassetlaw District Council will be the Data Controller for the personal information you provide. Personal information can be anything that identifies and relates to a living person. This could be your name and contact details. As the Data Controller Bassetlaw District Council will use your information to provide you with our services.
What information does the Council collect?
The organisation 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; and
- Information about your entitlement to work in the UK
The Council may collect this information in a variety of ways. For example, data might be contained in application forms, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment including recruitment related tests.
The Council may also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. The Council will seek information from third parties once a job offer to you has been made and will inform you that it is doing so.
Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).
Why does the Council process personal data?
The Council needs 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, the Council needs 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.
The Council has 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 organisation to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. The Council may also need to process data from job applicants to respond to and defend against legal claims.
The Council may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. It may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. The Council processes such information to carry out its obligations and exercise specific rights in relation to employment.
For some roles, the Council is obliged to seek information about criminal convictions and offences. Where the Council seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.
Who has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff 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. The Council will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal record checks.
Your information will not be disclosed to any other organisations, except where we are required and allowed to by law.
The Council will not transfer your data outside the European Economic Area.
How does the Council protect data?
The Council takes the security of your data seriously. It has 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. Further details can be obtained from the Council’s website.
For how long does the Council keep data?
If your application for employment is unsuccessful, the Council will hold your data on file for six months after the end of the relevant recruitment process. 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.
As a data subject, you have a number of rights. You can:
- 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; and
- Object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing.
Please see our webpage for further information about how to make a subject access request.
If you believe that the Council 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 organisation during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all.
Further information and Data Protection Officer
If you have a concern about how we are using your information, we would ask you to contact us in the first instance using the address below:
Bassetlaw District Council
Or via e-mail HR@bassetlaw.gov.uk
If you are not satisfied with a response to your concerns from the Service, please contact our Data Protection Officer either by email firstname.lastname@example.org or at the above address.
Last Updated on Tuesday, January 24, 2023