Data Controller: Jacqui Tomsett, Head of HR Services – SAR@farleighhospice.org
Data Protection Officer: Mike Drummie, IT Operations Manager and Information Governance Lead – DPO@farleighhospice.org
As part of any recruitment process, Local Hospice Lottery Ltd collects and processes personal data relating to job applicants. Local Hospice Lottery Ltd is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does Local Hospice Lottery Ltd collect?
Local Hospice Lottery Ltd collects a range of information about you. This includes:
Your name, address and contact details, including email address and telephone number;
Details of your qualifications, skills, experience and employment history;
Information about your current level of remuneration, including benefit entitlements;
Whether or not you have a disability for which Local Hospice Lottery Ltd needs to make reasonable adjustments during the recruitment process;
Information about your entitlement to work in the UK;
Equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.
Local Hospice Lottery Ltd may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests.
Local Hospice Lottery Ltd may also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks where applicable. Local Hospice Lottery Ltd will seek information from third parties only once a role has been offered to you and will inform you that it is doing so.
Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).
Why does Local Hospice Lottery Ltd process personal data?
Local Hospice Lottery Ltd needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you.
In some cases, Local Hospice Lottery Ltd needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.
Local Hospice Lottery Ltd has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from applicants allows the organisation to manage the recruitment process, assess and confirm a candidate’s suitability for employment or as a contractor and decide whom to offer a role. Local Hospice Lottery Ltd may also need to process data from applicants to respond to and defend against legal claims.
Local Hospice Lottery Ltd may process information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
Where Local Hospice Lottery Ltd processes other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes.
For some roles, Local Hospice Lottery Ltd is obliged to seek information about criminal convictions and offences. Where the organisation seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, Local Hospice Lottery Ltd may keep your personal data on file in case there are future opportunities for which you may be suited. The organisation will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.
Who has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.
Local Hospice Lottery Ltd will not share your data with third parties, unless your application for a role is successful and it makes you an offer. Local Hospice Lottery Ltd will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and, where appropriate, the Disclosure and Barring Service to obtain necessary criminal records checks.
The organisation will not transfer your data outside the European Economic Area.
How does the organisation protect data?
Local Hospice Lottery Ltd takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.
For how long does the organisation keep data?
If your application is unsuccessful, Local Hospice Lottery Ltd will hold your data on file for 6 months after the end of the relevant recruitment process for consideration for future opportunities. At the end of that period or once you withdraw your consent, your data is deleted or destroyed.
If your application is successful, personal data gathered during the recruitment process will be transferred to your file and retained during your period of contract. The periods for which your data will be held will be provided to you in a new privacy notice.
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request;
- require the organisation to change incorrect or incomplete data;
- require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing.
- If you would like to exercise any of these rights, please contact Jacqui Tomsett, Head of HR Services SAR@farleighhospice.org.
If you believe that the Local Hospice Lottery Ltd has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to Local Hospice Lottery Ltd during the recruitment process. However, if you do not provide the information, Local Hospice Lottery Ltd may not be able to process your application properly or at all.
Recruitment processes are not based solely on automated decision-making.