Privacy statement - recruitment

Introduction

The Huntington’s Disease Association takes the privacy of prospective employees very seriously. We are committed to protecting and keeping any personal data you share with us, or we get from other organisations, safe.

The Huntington’s Disease Association is subject to General Data Protection Regulation and the Data Protection Act 2018. We are registered with the Information Commissioners Office as a Data Controller (registration number: ZA233740).

This recruitment privacy statement explains what personal information we will hold about you, how we collect it, how we will store it, how we will use it and how we may share information about you during the application process. Most importantly this statement outlines your rights regarding the use of your personal information.

Please ensure that you read this privacy notice and any other similar notice we may provide to you and contact us if you have any questions about the data we collect and hold about you on [email protected] or 0151 331 5444.

 

Data protection principles

The Huntington’s Disease Association complies fully with the data protection principles when gathering and using personal information, these principles are set out within our Data Protection Policy.

 

Legal basis for using your information

In accordance with General Data Protection Regulation, the lawful reasons we use to process your information are ‘legitimate interest’ and ‘legal obligation’ and in cases of successful applicants to enter into a ‘contract’ with you.

This means that we are processing your personal information because there is a legitimate interest to do so to consider your application for employment and where relevant to offer you an employment contract with the Huntington’s Disease Association. We are also required to collect certain information about you to comply with our legal obligations.

 

How we collect information

We will only collect information from you that is necessary for undertaking the task for which you contacted us about and for future monitoring and evaluation purposes. Where information is stored for monitoring and evaluation purposes we will ensure that it is anonymised at the earliest possible stage in accordance with our data protection policies.

If in the future, we would like to use your information for another purpose, or the reason for using your personal information has changed we will ask your permission before doing so.

Directly from you
We obtain personal information when you give it to us directly, when you apply for a role at the Huntington’s Disease Association.

Other organisations and third parties
We may obtain information about your from third party organisations such as Disclosure and Barring Service or from people you name as referees if you are offered a role at the charity.

 

What information do we collect and hold

The ‘table A’ below details the information we collect and store up to and including the shortlisting and interview stages of the recruitment process, how and why we do so, how we use it and with whom it may be shared.

‘Table B’  details 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.

Table A – Up to and including the shortlisting and interview stages

The information we collect

How we collect the information

Why we collect the information

How we use and may share the information

Your name and contact details (i.e. address, telephone numbers, email address)

 

From you in your application form / CV / Covering letter and interview notes (if relevant)

Legitimate interest – to carry out a fair recruitment process

 

Legitimate interest – to progress your application, arrange interviews and inform you of the outcome at all stages

To enable us to contact you to progress your application, arrange interviews and inform you of the outcome.

Applications are anonymised by those with HR responsibilities for shortlisting by the panel to help prevent unconscious bias. Full applications are shared with the interview panel at the interview stage

Details of your qualifications, experience, employment history (including job titles, salary and working hours) and interests

From you, in your application form / CV / cover letter and interview notes (if relevant)

Legitimate interest – to carry out a fair recruitment process

Legitimate interest – to make an informed decision to shortlist for interview and to recruit where relevant

To make an informed recruitment decision

Access to this information is restricted to those who are involved in the recruitment process.

Your racial or ethnic origin, gender and sexual orientation, religious or similar beliefs

From you, in a completed equal opportunities monitoring form

To comply with our legal obligations for equality of opportunity and treatment

To comply with our equal opportunities monitoring obligations and to follow our equal opportunities, diversity and inclusion policy.

Information regarding whether you have a criminal record

From you, in your application form / CV / cover letter and interview notes (if relevant)

To comply with our legal obligations

To make an informed and safe recruitment decision.

To carry out statutory checks as required.

Details of your referees

From you, in your application form / CV / cover letter and interview notes (if relevant)

Legitimate interest – to carry out a fair recruitment process

 

To carry out a fair recruitment process.

To comply with legal / regulatory obligations

Access to this information is restricted to those with HR responsibilities at the charity, the interview panel and line manager if different and the referee.

 

Table B – Before making a final decision to recruit

The information we collect

How we collect the information

Why we collect the information

How we use and may share the information

Information about your previous academic and/or employment history, including details of any conduct, grievance, performance or attendance issues.

From your referees (details of whom you will have provided on your CV/ Cover letter or safer recruitment form

Legitimate interest – to make an informed decision to recruit

Legitimate interest – to maintain employment records

To comply with legal, regulatory and corporate governance obligations and good employment practice

To obtain the relevant reference about you

To comply with legal / regulatory obligations

Access to this information is restricted to those with HR responsibilities at the charity, the interview panel and line manager if different and the referee.

Information regarding your academic and professional qualifications

From you within your application form, CV or on production of evidence via certificates

Legitimate interest – to verify the qualification information provided by you

To make an informed recruitment decision

Access to this information is restricted to those with HR responsibilities at the charity, the interview panel and line manager if different

Information regarding your criminal record

From you if disclosed in your cover letter, CV or safer recruitment form

From the Disclosure and Barring Service (DBS)

To perform the employment contract

To comply with our legal obligations

Legitimate interest – to verify the criminal records information provided to you

To make an informed recruitment decision

To carry out statutory checks

Access to this information is restricted to those with HR responsibilities at the charity, the interview panel and line manager if different and DBS.

I.D documents

From you as part of the DBS application process

To comply with our legal obligations

Legitimate interest – to verify the criminal records information provided to you

To make an informed recruitment decision

To carry out statutory checks

Access to this information is restricted to those with HR responsibilities at the charity, the interview panel and line manager if different and DBS

Your right to work in the UK

From you, and where necessary, from the Home Office

To enter into / perform the employment contract

To comply with our legal obligations

Legitimate interest – to maintain employment records

To carry out right to work checks

Access to this information is restricted to those with HR responsibilities at the charity, the interview panel and line manager if different and may be shared with the Home Office.

A copy of your driving license, where this is relevant to the role

From you

To enter into / perform the employment contract

To comply with our legal obligations

To make an informed recruitment decision

To ensure you have a clean driving license

 

How we keep your personal information safe

Information about you 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. It will also be held in our Human Resources database with access restricted to HR personnel.

We make sure that there are relevant controls in place on our website and on our data networks to safeguard your personal details. All of our online forms are protected by encryption.

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 do 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 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 unsuccessful job applicants for no longer than one year 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.

Retention periods for all recruitment data we hold are detailed in our data retention and destruction schedule which is reviewed annually and information destruction processes implemented where relevant.

 

Accessing your information

You have the right to find out what information we hold about you, how this information is used and how long your data is kept. You also have a right to request a copy of the information that we hold about you. If you would like further information or you would like a copy of the information we hold, please contact us via telephone on 0151 331 5444, by email [email protected], 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.