As part of our candidate application and recruitment process, we collect, process and store personal information about you. Most of the personal information we hold about you is provided by you.
Processing activity - we will process personal information relating to:
- assessing and progressing your application
- assessing your suitability (skills, strengths, behaviours for the role)
- pre-employment screening (activities needed to complete the on-boarding and screening process should your application be successful)
- to help us develop and improve our recruitment process
Information requirements - our processing activities may include:
- telephone and email
- date of birth
- National Insurance Number
- CV, resumes and/or application forms
- employment history
- academic and professional qualifications, training records and other compliance requirements
- diversity (ie: gender. ethnicity, disability, sexual orientation )
- previous disciplinary
- previous sickness absence
- marital status
- interview (face to face, telephone or video)
- behavioural assessments (such as a role play, group exercise or presentation)
- technical assessments
- county court judgements
- visa/right to work permit/passport and/or driving licence details
- photographs and images from recorded assessments or from on-site CCTV
- records/results of pre- employment checks, including criminal record checks (DBS), credit and fraud checks
- health information
Lawful basis -we rely on UK GDPR Article 6(1)(b), which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract.
If you provide us with any information about reasonable adjustments, you require under the Equality Act 2010, the lawful basis we rely on for processing this information is UK GDPR Article 6(1)(c), to comply with our legal obligations under the Act.
The lawful basis we rely on to process any information you provide as part of your application which is special category data, such as health, religious or ethnicity information is UK GDPR Article 9(2)(b), which relates to our obligations in employment and the safeguarding of your fundamental right and Schedule 1, Part 1(1) of the DPA2018 which again relates to processing for employment purposes.
We process information about applicant criminal convictions and offences. The lawful basis we rely on to process this data is UK GDPR Article 6(1)(e) for the performance of our public task. In addition, we rely on the processing condition at Schedule 1, Part 2, paragraph 6(2)(a) of the DPA 2018.
We have a Data Protection Policy that sets out how special category data and criminal convictions and offences will be handled.
Data processor(s) – If you use our online application system, Jobsgopublic ATS your details will be collected by it on our behalf.
Data sharing - your personal information may be shared with and/or obtained from:
- employees who have managerial responsibility for you or are acting on their behalf
- employees in HR who have responsibility for certain HR processes (for example recruitment, assessment, pre-employment screening)
- organisations who provide candidate interview and assessment services to us
- uCheck (Disclosure and Barring Service)
- academic institutions (universities, colleges, etc.) to validate information you provide
- previous employers from whom we may obtain a reference
We may rely on a number of exemptions, which allow us to share information without needing to comply with all the rights and obligations under the Data Protection Act 2018. Please refer to the Kent and Medway Information Agreement for further details on our sharing arrangements.
Retention period - we keep your personal information for the minimum period necessary. The information outlined in this Privacy Notice will be kept for one year for unsuccessful applications or in the case of a successful application leading to employment, six years from the date of file closure although certain information may need to be kept for a longer period to comply with legislative requirements. All information will be held securely and disposed of confidentially.
Anonymisation - your personal information may be converted ('anonymised') into statistical or aggregated data in such a way that ensures that you cannot be identified from it. Aggregated data cannot, by definition, be linked back to you as an individual and may be used to conduct research and analysis, including the preparation of statistics for use in our reports.
Changes to this Privacy Notice - we review this Privacy Notice regularly and will place updates on our website.
Please refer to our Corporate Privacy Notice for further details of how we process your personal information and for details on your additional rights.
GDPR Privacy Notice Candidate Application and Recruitment Process