Job Applicant Privacy Notice
Data controller: The Institute of Integrated Systemic Therapy is a charity which trades under the name Childhood First. 210 Borough High Street, London, SE1 1JX
Data protection officer: Stephen Blunden
As part of any recruitment process, Childhood First 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 organisation collect?
Childhood First 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 Charity needs to make reasonable adjustments during the recruitment process; and
- information about your entitlement to work in the UK.
Childhood First 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.
Childhood First 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. This will only occur if you are made a conditional offer of employment.
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 Charity process personal data?
Childhood First 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 Charity 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.
Childhood First 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 Charity to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. The Charity may also need to process data from job applicants to respond to and defend against legal claims.
Childhood First 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 Charity processes such information to carry out its obligations and exercise specific rights in relation to employment.
For some roles, Childhood First is obliged to seek information about criminal convictions and offences. Where the Charity 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.
If your application is unsuccessful, the Charity may keep your personal data on file in case there are future employment opportunities for which you may be suited. Childhood First 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 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 role.
Childhood First will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. Childhood First 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 records checks.
Childhood First will not transfer your data outside the European Economic Area.
How does the Charity protect data?
Childhood First 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. Childhood First will securely hold your personal data for the duration one year, after this period ends or once you withdraw your consent, your data is deleted or destroyed.
For how long does the Charity keep data?
If your application for employment is unsuccessful, Childhood First will hold your data on file for one year 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.
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 Charity is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact the HR Department at following e-mail address HR@childhoodfirst.org.uk.
If you believe that Childhood First has not complied with your data protection rights, you can complain to the Information Commissioner.
Law relating to this document
- General Data Protection Regulation (2016/679 EU)
- Data Protection Bill