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Isle of Anglesey County Council
Team Title HR – Recruitment
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
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.
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.
will be stored in a range of different places, including on your
application record, in HR management systems and on other IT systems,
How we use your personal information
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.
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.
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
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
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.
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.
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.
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
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
The Council will not transfer your personal information to another country.
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
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
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
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
Information Commissioner’s Office,
Cheshire SK9 5AF
Telephone: 0303 123 1113.
This Privacy Notice was published on 24/05/2018