Recruitment Privacy Notice

GDPR Compliant Data controller, Sussex Wildlife Trust, Woods Mill, Shoreham Road, Henfield, West Sussex, BN5 9SD

 [email protected]

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

What information does the Trust collect?

The Trust 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; 
  • details of your driving status (if required for the job role); 
  • information regarding employment background and criminal records checks (where appropriate to the job role); 
  • information about your current level of remuneration; • recruitment statistics )which may include equal opportunities monitoring);  
  • whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process; and 
  • information about your entitlement to work in the UK. 

The 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. 

The Trust may also collect personal data about you from third parties, such as applications made to job boards and recruitment agency, references supplied by former employers, information from employment background check providers and information from criminal records checks. Apart from job boards and recruitment agencies, the Trust will seek this information from such third parties only once an offer of employment has been made to you and the Trust 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 the Trust process personal data?

 The Trust 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.  

Should the Trust offer and you accept a role with the Trust, you will be provided with a separate Privacy Notice for Employees, Workers and Consultants within your offer pack. In some cases, the Trust 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 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 the Trust to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. The Trust may also need to process data from job applicants to respond to and defend against legal claims. The Trust may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. It may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. The Trust processes such information to carry out its obligations and exercise specific rights in relation to employment. 

For some roles, the Trust is obliged to seek information about criminal convictions and offences. Where the Trust 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, where this is relevant you will be provided with the relevant application forms once an offer of employment has been made. The organisation will not use your data for any purpose other than the recruitment exercise for which you have applied. 

Who has access to data? 

Your information may be shared internally and with the appointed recruitment agency for the purposes of the recruitment exercise. This includes members of the Chief Executive Office, 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. 

Apart from Recruitment Agencies, the Trust will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The Trust 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 as required. 

The Trust will not transfer your data outside the European Economic Area.

How does the Trust protect data? 

The Trust 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 Trust keep data? 

If your application for employment is unsuccessful, the Trust will hold your data on file for six months after the end of the relevant recruitment process. 

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 the aforementioned Privacy Notice for Employees, Workers and Consultants and as detailed in the Trust’s Data Retention Policy. 

Your rights 

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 Trust 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 Trust is relying on its legitimate interests as the legal ground for processing. 

If you would like to exercise any of these rights, please contact Data Controller, Sussex Wildlife Trust, Woods Mill, Shoreham Road, Henfield, West Sussex, BN5 9SD. 

If you believe that the Trust 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 the Trust during the recruitment process. However, if you do not provide the information, the Trust may not be able to process your application properly or at all. Automated decision-making Recruitment processes are not based solely on automated decision-making.