As part of any recruitment process, Hamelin Trust collects and processes personal data relating to job applicants. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information do we collect?
Hamelin Trust collects a range of information about you. This includes:
Hamelin Trust 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.
We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from third parties only with your consent usually after a job offer has been made.
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 Hamelin Trust process personal data?
We need to process data to take steps at your request prior to entering into a contract with you. We may also need to process your data to enter into a contract with you.
In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, it is mandatory to check a successful applicant’s eligibility to work in the UK before employment starts.
Hamelin Trust has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.
Hamelin Trust may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. We may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. We process such information to carry out our obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, Hamelin Trust may keep your personal data on file in case there are future employment opportunities for which you may be suited. We will ask for your consent before our keeps your data for this purpose and you are free to withdraw your consent at any time. Otherwise, unsuccessful applicant details will be disposed of in line with our Data Retention Policy
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 services with a vacancy and IT staff if access to the data is necessary for the performance of their roles.
We will not share your data with third parties, without your consent unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you and employment background check providers such as the DBS to obtain necessary checks.
How does Hamelin Trust protect data?
We take the security of your data seriously. We have 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 Hamelin Trust keep data?
If your application for employment is unsuccessful, the organisation will hold your data on file for 6 (six) months after the end of the relevant recruitment process. If you agree to allow us to keep your personal data on file, we will hold your data on file for a further 6 (six) months for consideration for future employment opportunities. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed. You will be asked when you submit your application form whether you give us consent to hold your details for the full 12 months in order to be considered for other positions or not.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your Human Resources file (electronic and paper based) and retained during your employment and for as long thereafter as the Trust is legally obligated to do so under our regulatory bodies guidance.
As a data subject, you have a number of rights. You can:
If you would like to exercise any of these rights, please contact Data Controller at firstname.lastname@example.org
If you believe that the organisation 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 Hamelin Trust during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.