Johnnie Johnson Housing (JJH) Data Protection (GDPR) Privacy Notice May 2018
For Job Applicants
Please read this privacy notice carefully as it sets out how JJH uses your personal information. This privacy notice is not a legal agreement and is merely intended to provide information to you about how JJH may use your personal information for recruitment purposes. We may change this privacy notice from time to time by updating this document. As part of the application and recruitment process JJH processes personal data relating to job applicants.
What information do we collect as part of this process?
- 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 any benefits;
- information about your legal entitlement to work in the UK; and
- names and addresses of references or any other information you put on your CV;
We collect and process special categories of data including;
- race or ethnicity;
- sexual orientation;
- religion or belief;
- whether or not you have a medical condition for which JJH needs to make reasonable adjustments during the recruitment process;
We need to process your personal data during the recruitment process to assess your suitability for an interview and to decide to whom to offer a job. In some instances we need to process data to ensure that we are complying with legal obligations e.g. your eligibility to work in the UK before employment starts. Sometimes we may also need to process data from job applicants to respond to any legal claims.
We process special categories of data for the purposes of monitoring the existence or absence of equality of opportunity or treatment between groups of individuals and to make any necessary reasonable adjustments during the recruitment process.
JJH collects information from your CV and online application form. Data may also be collected through interviews and other forms of assessment, obtained from your passport or other identity documents.
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 once a job offer to you has been made and will inform you that we are doing so.
Personal data will be stored on our secure applicant tracking system or in a secure folder on JJH’s secure network.
Who has access to your data?
Your information will be shared with Blue Octopus Recruitment Ltd (our recruitment partner) and internally for the purposes of the recruitment process. This includes members of the People & OD Team, recruiting managers, interviewers involved in the recruitment process and managers in the business area with a vacancy. Blue Octopus help us to manage all applications and act on our behalf as a data processor to help manage the recruitment process.
We will not share your data with other third parties, 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 any employment background check providers to obtain any necessary background checks.
How do we protect data?
We take the security of your data seriously. We have internal policies and procedures and controls in place to ensure that your data is not lost, accidentally destroyed or misused. Our recruitment partner will only process your personal information on our instructions. Blue Octopus are required to take appropriate security measures to protect your personal information in line with our policies.
We have put in place procedures to deal with any suspected data security breach and will notify any applicable regulator of a suspected breach where we are legally required to do so. The Data Protection Officer must be informed as soon as a breach, loss or potential breach occurs, if the DPO identifies that the Information Commissioner’s Office (ICO) must be informed of the breach, the ICO must be informed within 72 hours of the breach’s discovery.
How long does JJH keep application forms and CV’s?
If your application for employment is unsuccessful, JJH will hold your data on file for 6 (six) months after the end of the relevant recruitment process.
If your application is unsuccessful we may also 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 we keep your data for this purpose and you are free to withdraw your consent at any time.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your employee file and retained during your employment and you will be provided with the GDPR Policy and Employee Privacy Notice which details what happens with your personal information once you are an employee.
It is your duty to inform us of any changes;
- access and obtain a copy of your data on request;
- require JJH to change incorrect or incomplete data;
- require JJH to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
- request the restriction of processing;
- request the transfer of data; and
- object to the processing of your data.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to JJH during the recruitment process, however if you do not provide certain information we may not be able to process your application properly or at all. If you do not provide special categories of information this will have no effect on your application.
Data breaches and making a complaint;
If at any point you suspect or become aware of a security breach or want further information about your data and your rights, please contact JJH’s Data Protection Officer at Johnnie Johnson Housing, Astra House, Chester Road, SK12 1GA.
We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.
Processing means any operation or action which is performed on personal data such as:
- Recording, structuring or storage
- Retrieval or use of data
This includes personal data which forms part of a filing system and any automated processing.
Right to withdraw consent;
There are limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific reason or purpose, you have the right to withdraw your consent for that specific processing at any time.
To withdraw your consent, please contact People & OD. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
Changes to this privacy notice;
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.