Job applicants: how we use your data

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 based on the need to process information as necessary to perform a contract, or to take steps at your request before entering a contract per UK General Data Protection Regulation (UK GDPR).

If you provide us with any information about reasonable adjustments you require under the Equality Act 2010 then this information is processed to comply with our legal obligations under the Equality Act 2010, and in accordance with UK GDPR.

Any information we process that you provide which is classified as special category data (eg health, religion or ethnicity) or relating to criminal convictions is processed per UK GDPR and the Data Protection Act 2018, for the purposes of processing your recruitment application.

What will we do with the information you give us?

We will 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 will use the contact details you give us to contact you to progress your application.

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.

Application stage

If you use our online application system, your details will be collected by our data processor Natural HR on our behalf.

We ask you for your personal details including your 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 will 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.

Shortlisting

Our hiring managers shortlist applications for interview. They will be provided with your name and contact details provided on your application form, but not with your equal opportunities information if you have provided it.

Assessments and interviews

We may ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; attend an interview; prepare and deliver a presentation; 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 Changeworks Resources for Life Ltd. The hiring manager, lead interviewer and/or assessor will be provided with your email address and or telephone number for the purpose of further contact as necessary.

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. This information will be retained on our HR systems for six months, with your agreement.

Conditional offer

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 provide original documents in order to verify your right to work, and we will take copies
• proof of your qualifications – you may be asked to attend our office with original documents for verification, and we will take copies
• We’ll contact your referees, using the details you provide in your application, directly to obtain references.

How long is the information kept for?

If you are successful in your application, this information is held for six years after your employment end date (in accordance with employment law). Otherwise, the information will

be held for a maximum of six months after the recruitment process has completed, before then being destroyed. We retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.

How we make decisions about recruitment

Final recruitment decisions are made by recruitment managers and members of our recruitment team. We take account of all the information gathered during the application process.

You can ask about decisions on your application by speaking to your contact in our recruitment team or by emailing recruitment@changeworks.org.uk.

Your rights

As an individual, you have certain rights regarding your own personal data.

For more information on your rights, please see ‘Your rights as an individual’ on the Information Commissioner’s Office (ICO) website.

Do we use any data processors?

Yes – We use Natural HR to operate our online application system. Here is a link to Natural HR’s privacy policy.