Purpose and lawful basis for processing
Our purpose for processing this information is to assess your suitability for a role you have applied for and to help us develop and improve our recruitment process.
The lawful basis we rely on for processing your personal data is article 6(1)(b) of the UK GDPR, 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 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 article 9(2)(b) of the UK GDPR, which relates to our obligations in employment and the safeguarding of your fundamental rights. And Schedule 1 part 1(1) of the DPA2018 which again relates to processing for employment purposes.
We may process information about applicant criminal convictions and offences. The lawful basis we rely on to process this data is Article 6(1)(e) is that we have a legitimate interest. In addition we rely on the processing condition at Schedule 1 part 2 paragraph 6(2)(a).
What will we do with the information you give us?
We’ll use all the information you provide during the recruitment process to progress your application with a view to offering you an employment contract with us, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide with any third parties for marketing purposes.
We’ll use the contact details you give us to contact you to progress your application. We may also contact you to request your feedback about our recruitment process. We’ll use the other information you provide to assess your suitability for the role.
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not keep it longer than necessary.
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it may affect your application if you don’t.
We will use any feedback you provide about our recruitment process to develop and improve our future recruitment campaigns.
If you apply online or by post, your details may be collected by an external recruitment agency on our behalf or passed to them for processing.
You can submit your application to us by emailing us at firstname.lastname@example.org or by post.
We ask you for your personal details including name and contact details. We’ll also ask you about previous experience, education, referees and for answers to questions relevant to the role. Our recruitment team will have access to all this information.
You may also be asked to provide equal opportunities information. This is not mandatory – if you don’t provide it, it won’t affect your application.
We won’t make the information available to any staff outside our recruitment team, including hiring managers, in a way that can identify you. Any information you provide will be used to produce and monitor equal opportunities statistics.
Our hiring managers shortlist applications for interviews. They may be provided with your name or contact details or with your equal opportunities information if you have provided it.
We may ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; attend an interview; or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by us.
If you are unsuccessful after assessment for the role, we may ask if you would like your details retained in our talent pool. If you say yes, we would proactively contact you should any further suitable vacancies arise.
If we make a conditional offer of employment, we’ll ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We must confirm the identity of our staff and their right to work in the United Kingdom, and seek assurance as to their trustworthiness, integrity and reliability.
You must therefore provide:
- Proof of your identity – you will be asked to attend our office with original documents; we’ll take copies
- Proof of your qualifications – you will be asked to attend our office with original documents; we’ll take copies
- A criminal records declaration to declare any unspent convictions
- Your email address, which we may use to contact you to complete an application for a Basic Criminal Record check via the Disclosure and Barring Service, or Access NI, which will verify your declaration of unspent convictions.
We’ll contact your referees, using the details you provide in your application, directly to obtain references.
We’ll also ask you to complete a questionnaire about your health to establish your fitness to work.
We’ll also ask you about any reasonable adjustments you may require under the Equality Act 2010. This information will be shared with relevant TypedCMS staff to ensure these are in place for when you start your employment.
If we make a final offer, we’ll also ask you for the following
- Bank details – to process salary payments
- Emergency contact details – so we know who to contact in case you have an emergency at work
- Any membership of a pension scheme
After your start date
Our Code of Conduct requires all staff to declare if they have any potential conflicts of interest. If you complete a declaration, the information will be held on your personnel file. You will also need to declare any secondary employment.
We also offer opportunities for people to come and work with us on a secondment basis. We accept applications from individuals or organisations who think they could benefit from their staff working with us.
Applications are sent directly to us. Once we have considered your application, if we are interested in speaking to you further, we’ll contact you using the details you give.
We may ask you to provide more information about your skills and experience or invite you to an interview.
If we do not have any suitable work at the time, we’ll let you know but we may ask if you would like us to retain your application so that we can proactively contact you about possible opportunities in the future. If you say yes, we’ll keep your application for up to 12 months.
If you are seconded to us, you will be expected to adhere to a confidentiality agreement and code of conduct, which will be agreed with your organisation.
We may also ask you to complete our pre-employment checks - this will depend on the type of work you will be doing for us.
We ask for this information so that we fulfil our obligations to avoid conflicts of interest and to protect the information we hold.
How long is the information kept for?
For information about how long we hold personal data, see our retention policy.
How we make decisions about recruitment
Final recruitment decisions are made by hiring managers and members of our recruitment team. We take account of all the information gathered during the application process.
Any online testing is marked and a result is generated automatically. However, if you wish to challenge the mark you have received, the result can be checked manually.
You can ask about decisions on your application by speaking to your contact in our recruitment team or by emailing email@example.com
As an individual, you have certain rights regarding your own personal data.
For more information on your rights, please see your data protection rights.
Updated 26th of July, 2021