Privacy notice - recruitment

Introduction

This notice explains what personal information we will hold about you, how we collect it, how we will use it and how we may share information about you during the application process. We are required to notify you of this information, under data protection legislation. Please ensure that you read this privacy notice and any other similar notice we may provide to you when we collect or process personal information about you.

Who collects the information

The Huntington’s Disease Association is a ‘data controller’ and gathers and uses certain information about you.

Data protection principles

The Huntington’s Disease Association are committed to keeping and storing your information safely and securely and we will comply fully with the data protection principles when gathering and using personal information, these principles are set out within our Data Protection Policy.

About the information we collect and hold

The table set out in Part A of the schedule below summarises the information we collect and store up to and including the shortlisting stage of the recruitment process, how and why we do so, how we use it and with whom it may be shared.

The table in Part B of the schedule below summarises the additional information we collect before making a final decision to recruit, i.e. before making an unconditional offer of employment, how and why we do so, how we use it and with whom it may be shared.

We ensure that information collection and processing is always proportionate.

Where information may be held

Information will be held electronically at our central office in a shared folder with access restricted through password protection or encryption to those involved in the recruitment process.

We have appropriate security measures in place to prevent personal information from being accidentally lost, used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

How long we keep your information

We keep the personal information that we obtain about you during the recruitment process for no longer than is necessary for the purposes for which it is processed. How long we keep your information will depend on whether your application is successful and whether you become employed by us, the nature of the information concerned and the purposes for which it is processed.

We will keep recruitment information (including interview notes) on job applicants for no longer than six months taking into account the limitation periods for potential claims such as race or sex discrimination (as extended to take account of early conciliation), after which they will be destroyed. If there is a clear business reason for keeping recruitment records for longer than the recruitment period, we may do so but will first consider whether the records can be pseudonymised, and the longer period for which they will be kept.

If your application is successful, we will keep only the recruitment information that is necessary in relation to your employment.

Further details on information retention and destruction are available in our Data Protection Policy.

Access to your information and contacting us

You have the right to request a copy of the information that we hold about you. If you would like a copy please contact via telephone on 0151 331 5444, by email info@hda.org.uk, or write to us at Huntington’s Disease Association, Suite 24, Liverpool Science Park, IC1, 131 Mount Pleasant, Liverpool, L3 5TF.

If you are unhappy about how we handle your personal information you can contact the Information Commissioner’s Office. For further information please visit the Information Commissioner’s website www.ico.org.uk or call 0303 123 1113.

About the information we collect and hold

Part A - Up to and including the shortlisting stage


Part B - Before making a final decision to recruit

Policy changes

Please note that the terms of this notice and our privacy policy will be reviewed and may change, so please check it from time to time.