Recruitment Privacy Notice
Policy Statement
We are The Warren House Group at Dartington (‘WHG’) trading as the Dartington Service Design Lab (‘Lab’) and this incorporates the Centre for Social Policy (‘CSP’).
As part of your application to join us, we will gather and use information relating to you. Information that we hold in relation to individuals is known as their “personal data”. This will include data that we obtain from you directly and data about you that we obtain from other people and organisations. We might also need to continue to hold an individual’s personal data for a period of time after the recruitment process, even if you are unsuccessful. Anything that we do with an individual’s personal data is known as “processing”.
This document sets out what personal data we will gather and hold about individuals who apply for a position with us, why we process that data, who we share this information with, and your rights in relation to your personal data processed by us.
What information do we process during your application process?
We may collect, hold, share and otherwise use the following information about you during your application process.
Up to and including shortlisting stage:
your name and contact details (i.e. address, home and mobile phone numbers, email address);
details of your qualifications, training, experience, duties, employment, history (including job titles, salary, relevant dates and working hours), details of driving licence (if relevant for role), membership of professional bodies and interests;
your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs;
your status to work in the UK;
information regarding your criminal record;
details of your referees;
whether you are related to any member of our workforce; and
details of any support or assistance you may need to assist you at the interview because of a disability.
Following shortlisting stage, and prior to making a final decision
information about your previous academic and/or employment history,
including details of any conduct, grievance or performance issues, appraisals, time and attendance, from references obtained about you from previous employers and/or education providers;*
confirmation of your academic and professional qualifications (including
seeing a copy of certificates);*
information via the DBS process, regarding your criminal record, in
criminal records certificates (CRCs) and enhanced criminal records
certificates (ECRCs), whether you are barred from working in regulated
activity;*
your nationality and immigration status and information from related
documents, such as your passport or other identification and immigration
information;*
medical check to indicate fitness to work;*
a copy of your driving licence (or other appropriate documentation as
listed on the Home Office list);*
equal opportunities’ monitoring data.
You are required (by law or in order to enter into your contract of employment) to provide the categories of information marked (*) above to us to enable us to verify your right to work and suitability for the position. Without providing us with this information, or if the information is not satisfactory, then we will NOT be able to proceed with any offer of employment.
If you are employed by us, the information we collect may be included on our Single Central Record. In this scenario, a further privacy notice in relation to data we collect, process, hold and share about you during your time with us, will be issued to you.
Where do we get information from about during your application process?
Depending on the position that you have applied for, we may collect this information from you, your referees (details of whom you will have provided), your education provider, your previous employer, any relevant professional body, the Disclosure and Barring Service (DBS) and the Home Office, during the recruitment process.
Why do we use this information?
We will process your personal data during your application process for the purpose of complying with legal obligations, carrying out tasks which are in the public interest, and taking steps with a view to entering into an employment contract with you. This includes:
to assess your suitability for the role you are applying for;
to take steps to enter into a contract with you;
to check that you are eligible to work in the United Kingdom or that you are not prohibited from teaching; and
so that we are able to monitor applications for posts in the Lab to ensure that we are fulfilling our obligations under the public sector equality duty under the Equality Act 2010.
How long will we hold information in relation to your application?
We will hold information relating to your application only for as long as necessary. If you are successful then how long we need to hold on to any information will depend on type of information. For further detail please see our Retention and Destruction Policy.
If you are unsuccessful we will hold your personal data only for six months, after which time it is securely deleted.
Who will we share information with about your application?
We will not share information gathered during your application process with third parties, other than professional advisors such as legal as HR advisors.
Rights in relation to your personal data
All individuals have the right to request access to personal data that we hold about them. To make a request for access to their personal data, individuals should contact:
Data Protection Officer: Head of Operations - Brian Warren Email:
dataprotectionofficer@dartington.org.uk
Please also refer to our Data Protection Policy for further details on making requests for access to personal data.
Individuals also have the right, in certain circumstances, to:
Object to the processing of their personal data
Have inaccurate or incomplete personal data about them rectified
Restrict processing of their personal data
Object to the making of decisions about them taken by automated means
Have your data transferred to another organisation
Claim compensation for damage caused by a breach of their data protection rights
If an individual wants to exercise any of these rights then they should contact the Data Protection Officer named above. The law does not oblige the WHG to comply with all requests. If the WHG does not intend to comply with the request then the individual will be notified of the reasons why in writing.
Concerns
If an individual has any concerns about how we are using their personal data then we ask that they contact our Data Protection Officer in the first instance. However, an individual can contact the Information Commissioner’s Office should they consider this to be necessary, at https://ico.org.uk/concerns/.
Contact
If you would like to discuss anything in this privacy notice, please contact:
Data Protection Officer: Head of Operations - Brian Warren
Email: dataprotectionofficer@dartington.org.uk