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Isle of Anglesey County Council

Service Transformation

Team Title HR – Recruitment

As part of any recruitment process, the Authority collects and processes personal data relating to job applicants. The Authority is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does the Authority collect?

The Authority 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 the Authority needs to make reasonable adjustments during the recruitment process;
•    information about your entitlement to work in the UK; and
•    equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health, and religion or belief.]

The Authority collects this information in a variety of ways. For example, data might be contained in application forms, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests.

The Authority will 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. The Authority will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so, unless the post involves working with Children or Adults.

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.

How we use your personal information

You have a right to know about the way information about you is used by us.  Please read the following information as it refers to additional rights which you should know about.

Isle of Anglesey County Council is the data controller for your information.  This means that the Council protects your information and decides on how it is used.  The legal term for using information is processing.  Also, the legal term for information about you is personal data.

The Council will use your personal information collected during the recruitment procedure to process data to take steps at your request prior to entering into a contract of employment with you. It also needs to process your data to enter into a contract with you.

In some cases, the Authority 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.

The Authority has an interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the Authority to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. The Authority may also need to process data from job applicants to respond to and defend against legal claims.

The Authority processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.

The Authority 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, if provided.

For some roles, the Authority is obliged to seek information about criminal convictions and offences. Where the Authority 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, the Authority will keep your personal data for a period of 6 months following completion of the recruitment process.

The Council will not use your information for automated decision making or profiling. Profiling means any form of automated processing of your personal data to evaluate or analyse or predict things about you. This could include your economic situation, health, personal preferences, interests or behaviour.

The Council collects and uses your personal information because it has a legal duty or right to do so; or to perform a public interest task; or because you have given your consent. The legal term for this is called legal basis of processing. In this instance the Council is using your personal information as part of the recruitment process with the intent to enter into a contract of employment with you , should you be successfully appointed to a role with the Authority.

You are under no statutory or contractual obligation to provide data to the Authority during the recruitment process. However, if you do not provide the information, the Authority may not be able to process your application properly or at all.

Likewise you are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.

The personal information you provide will be shared internally for the purposes of the recruitment exercise. This includes members of the HR Team, management and interviewers involved in the recruitment process, and IT staff if access to the data is necessary for the performance of their roles.

The Authority will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The Authority will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.

The Council will not transfer your personal information to another country.

The information you supply will be kept for as long as is required or necessary, and will be destroyed securely. The retention periods are set out in the Council’s list of retention periods, known as a retention schedule. For further information please contact the Data Protection Officer.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

Your Legal Rights

You have legal rights, and it is important that you know what they are.

You have the right to obtain confirmation that information about you is being used. The Council will provide confirmation if you ask for it.

You have the right to obtain a copy of your personal data. You will be provided with copies of your personal data within the statutory period of one month (or if providing your personal data is a complex matter, this will be done as soon as is reasonable within 3 months). Your personal data will be provided to you free of charge, however, if your request is deemed manifestly unfounded or excessive, a reasonable fee will be charged. You ask to obtain your personal data by contacting the Council’s Data Protection Officer.

You have the right to have information about you corrected. This is known as the right of rectification. You have the right to ask that your personal data is rectified if it is incorrect or incomplete. This will be done within 1 month, or if your request is complex, within 3 months.  

The right to have personal data erased. You have a right to have personal data erased in specific circumstances:

•    Where the personal data is no longer necessary in relation to the purpose for which it was originally collected/processed;
•    If you withdraw your consent; [If the processing depends on the consent of the individual]
•    When you object to the Council’s processing and there is no overriding legitimate interest for continuing the processing;
•    If the personal data was unlawfully processed;
•    When the personal data has to be erased in order to comply with a legal obligation; or
•    When the personal data is processed in relation to the offer of information society services to a child, for example an “app” developed specifically for children.

The right to restrict processing.  Where it is claimed that data is inaccurate or the right to erasure has been exercised you can require the Council to restrict processing until verification checks have been completed.

The right to data portability. Under certain circumstances, you have the right to obtain and reuse your personal data across different circumstances.  You should contact the Council’s Data Protection Officer if you feel this right applies to you.

Rights in relation to automated decision making. You have the right not to be subject to decisions based solely on automated processing, including profiling, which produces legal effects on you or affects you in a significant way.

How to contact us

Please contact our Data Protection Officer by email, post or telephone if you have any queries about this Privacy Notice or the information we hold about you.  The Council’s Data Protection Officer (DPO) can be contacted by email: DPO@anglesey.gov.uk or SDD@ynysmon.gov.uk .  We hope that our DPO can resolve any query or concern you may raise about our use of your personal information.  The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns
Information Commissioner’s Office,
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Email: casework@ico.gsi.gov.uk
Telephone: 0303 123 1113.  

This Privacy Notice was published on 24/05/2018

Version 1.0
Date 24.05.2018

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