The charity making life better by water

Privacy Schedule for job applicants

This Schedule sets out details of our processing of our job applicants’ personal information.

It applies from the point of making your application, to when you receive and accept an offer, after which point the Privacy Schedule for employees applies. This Schedule should be read in conjunction with the Trust Privacy Notice

Controller of your information

We are the controller of your personal information. Where we legitimately share your information outside of the Trust, the recipient organisation may either be the processor or joint controller, depending on the circumstances and subject to appropriate safeguards and controls.

Where we get your information from

Your information may be collected in a variety of ways.

Information you provide

When you send us application forms, including covering letters, resumes, portfolios and any other correspondence or forms connected to your application.

When you undertake interviews, assessments, or other suitability tests.

Information we obtain from other sources

We do not obtain information from other sources as part of the recruitment process. We will seek references and other due diligence as part of the employment process.

Information we create

When we conduct interviews, assessments, or other forms of suitability appraisals.

Information we collect about you

Depending on the circumstances, we may hold and process some, or all, of the information contained in Annex 1 – Schedule of personal information processed.

You are not obliged to provide any information during the recruitment process. However, if you choose not to provide it, we may not be able to process your application.

Special category information

Some of the information we collect as part of the recruitment process as set out in Annex 1 will be special category information.

Criminal convictions and offences information

As part of the recruitment process, we ask you to make a declaration regarding unspent convictions and certain categories of current police investigations or charges.

If you make a positive declaration, you can either confirm details of those convictions, investigations or charges at the time, or later if your application is successful. A positive declaration and associated information may be reviewed by the Recruitment Team before the recruitment process is complete but will only be disclosed to the hiring manager if your application is successful.

You are not obliged to provide the wider details, but if you do not, it is likely that we cannot proceed with your employment.

Why we process your information

Your personal information will be processed for the purposes set out in Annex 1 – Schedule of personal information processed and will not be processed for any other purpose.

Lawful basis

Your personal information will be processed under the lawful basis set out in Annex 1 – Schedule of personal information processed.

Where your information will be stored

Your information will be stored securely in a range of different places in the Trust’s information management systems, including in your application file, iCIMS, human resource management systems, and in other IT systems (including email).

How long we keep your information for

If your application is unsuccessful, with your consent we will keep your personal information on file for twelve months for consideration of future employment opportunities. If you do not consent to this, we will keep your personal information for no more than six months after the end of the relevant recruitment process.

If your application is successful, your information will be transferred to your personnel file and retained as a minimum for the for the course of your employment, and in certain circumstances beyond this time, where there is a business, legal or regulatory requirement to do so.

Further information can be found in our Privacy Schedule for employees.

Who we share your information with

Your personal information may be shared internally within the Trust with individuals who are required to receive it for legitimate business purposes according to their role, and in accordance with Annex 1 – Schedule of personal information processed.

Your information may be shared externally according to Annex 2 – Schedule of personal information shared.

International transfers

Your information will be stored on a cloud-based server provided by iCIMS, our recruitment management provider based in the United States of America. We only transfer your information for this legitimate purpose in compliance with data protection laws and subject to adequate safeguards. Please see our Privacy notice e for more information.

Other relevant privacy documents

Internal

External

Changes to this Schedule

We may change this Schedule from time to time without notice to you. This is to ensure it reflects current legislation. In that case, the ‘latest version’ date in Annex 3 will also change. Any changes to this Schedule will apply to you and your data immediately.

If these changes significantly affect how your personal data is processed, we will take reasonable steps to let you know.

Latest version

This Privacy Schedule is reviewed periodically when changes are required, and in any event every three years. If the version you are viewing is older than three years, please ensure that you have the up-to-date version by contacting [email protected]

See Annex 3 – Version Control.

Last Edited: 08 December 2023

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