Job applicant privacy notice As part of our application and recruitment process Home-Start UK (HSUK) collects, processes and stores personal information about you. We process this information for a range of purposes relating to the recruitment process and this may include your application, assessment, pre-employment checks and your worker permissions. This document sets out: a) Why we collect your personal informationb) What information is collectedc) How it is processed within our recruitment process Throughout this Privacy Notice we use the term “processing” to cover all activities involving your personal information, including collecting, handling, storing, sharing, accessing, using, transferring and disposing of your information. 1) Why do we collect your personal information? In order to manage your application, we need to process certain personal information about you. The purposes for this are set out below. We only process your information as necessary for the purposes of progressing your application or as required by law or regulatory requirements, so not all of the purposes set out below will apply to you all of the time. Application: Application form or CV, name, address, employment history, academic and professional qualifications, age, diversity, (ie, gender, ethnicity, disability, sexual orientation), nationality, previous disciplinary matters. Assessment: CV, interview (face to face, telephone or video), exercise or test. Pre-employment: Right to work in the UK, qualifications, references 2) What personal information might we process? The following are some examples of the type of information we may process:- Personal details such as name, address, date and place of birth Work history/job data, previous employers, positions, dates Compensation; salary, benefits, bonuses Education and work history including professional qualifications and skills Employer feedback/references, to include regulated references where necessary Nationality, visa, right to work information (eg, passport, National Insurance number) Results of pre-employment checks, such as, DBS checks where permitted under local law Assessment results, such as, results from any interview exercise, or video or telephone assessment During the process we may also capture some sensitive personal data about you, eg, disability information. We do this in order to make reasonable adjustments to enable all candidates to apply for jobs with us, to be able to take online/telephone assessments or interviews, to attend interview/assessment centres and to ensure that we comply with regulatory obligations with regard to hiring. 3) Who do we share your information with? The recruitment process will involve: Assessing and progressing your application Assessing your suitability (skills, strengths and behaviours) for the role Activities needed for complete on-boarding and screening process should your application be successful To enable these processes your personal information may be shared internally. The information shared is limited to what is required by each individual to perform their role in the recruitment process.Your personal information may be shared with the following:- The hiring or line manager The interview panel The HR manager The IT Manager (if application successful) Finance (if application successful) 4) How do we protect your information? Our HR and recruitment systems are protected to ensure that unauthorised or unlawful processing of personal information, accidental loss or destruction of personal information does not occur. This is done in line with the Security of Personnel Files policy and the Computer Security Policy 5) Pre-employment checks As part of the recruitment and selection process HSUK will carry out pre-employment checks. These checks are only performed for job applicants who have been selected for a role. Your consent will be requested before pre-employment checks are carried out. 6) Processing conditions HSUK’s entitlement to process your personal information is governed by a number of processing conditions. This means we may rely on more than one of these conditions in order to process elements of your personal information throughout the recruitment process. HSUK will process your personal information in the administration of your application HSUK will also process your personal information where it is required by law or regulation or it is in the legitimate interest of the applicant or HSUK. During the course of your application it may also be necessary for HSUK to process your sensitive personal information as per the detail in Section 2. 7) How long will we retain your personal information? For unsuccessful job applicants personal information will be retained for 12 months following the recruitment process For successful job applicants all personal information collected as part of the recruitment process will be transferred to an employee personnel file and will be retained for six years following termination of employment 8) Your rights You are entitled to see the information that HSUK holds about you. You can also ask for changes to be made to incorrect information. You can ask for information to be deleted or blocked if you legitimately think that HSUK should not be processing that information or is processing it incorrectly. If you have any queries about this notice please contact the HSUK Data Protection Officer, Rob Parkinson.