Purpose and legal basis for processing
Our purpose for processing this information is to assess your suitability for a role you have applied for.
The legal basis we rely on for processing your personal data is article 6(1)(b) of the GDPR, which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract. The legal basis we rely on to process any information you provide as part of your application which is special category data, such as health, religious or ethnic information is article 9(2)(b) of the GDPR, which also relates to our obligations in employment and the safeguarding of your fundamental rights and article 9(2)(h) for assessing your work capacity as an employee. And Schedule 1 part 1(1) and (2)(a) and (b) of the DPA2018 which relates to processing for employment, the assessment of your working capacity and preventative or occupational medicine.
What will we do with the information you give us?
We’ll use all the information you provide during the recruitment process to progress your application with a view to offering you an employment contract with us, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide with any third parties for marketing purposes.
We’ll use the contact details you give us to contact you to progress your application. We’ll use the other information you provide to assess your suitability for the role.
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not keep it longer than necessary.
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it may affect your application if you don’t.
We ask you for your personal details including name and contact details. We’ll also ask you about previous experience, education, referees and for answers to questions relevant to the role. That information will be available to Playlist for Life staff involved in assessing your suitability for the role you apply for.
We will also ask about your disability status. The reason we ask this is so that we ensure we offer guaranteed interviews to all candidates with a disability who meet the minimum requirements of the job. If you have a disability and choose not complete this part of the application it will not affect your application but we may not be able to offer you a guaranteed interview if you meet the minimum requirements.
Because of the nature of our work with vulnerable adults we will also ask you about any unspent criminal convictions you have.
We may ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; attend an interview; or a combination of these. We may use internet searches on websites and social media sites to perform due diligence on you in the course of recruitment. Where we do this, we will act in accordance with our data protection and equal opportunities obligations.
Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by us.
If you are unsuccessful after assessment for the role, we may ask if you would like your details retained in our talent pool. If you say yes, we would proactively contact you should any further suitable vacancies arise.
If we make a conditional offer of employment, we’ll ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We must confirm the identity of our staff and their right to work in the United Kingdom, and seek assurance as to their trustworthiness, integrity and reliability.
We will ask you to provide some or all of the following:
- proof of your identity – you will be asked to attend our office with original documents; we’ll take copies
- proof of your qualifications – you will be asked to attend our office with original documents; we’ll take copies
- a criminal records declaration to declare any unspent convictions
- We will contact your referees, using the details you provide in your application, directly to obtain reference
- We will also ask you to complete a questionnaire about your health to establish your fitness to work.
If we make a final offer, we’ll also ask you for the following:
- bank details – to process salary payments
- emergency contact details – so we know who to contact in case you have an emergency at work
After your start date
Our Code of Conduct requires all staff to declare if they have any potential conflicts of interest. If you complete a declaration, the information will be held on your personnel file. You will also need to declare any secondary employment.
How long is the information kept for?
If your application is not successful we will hold your personal information for six months at which point we will delete it, unless you ask us to hold it in our talent pool for consideration for future opportunities.
If you are successful in your application and take up a contract of employment with us, we will hold your information for the duration of your employment with us plus six years unless we have a legal obligation to hold your information for a longer period. For example, we hold details on staff pension arrangements for up to 75 years after employment has ceased.
How we make decisions about recruitment
Final recruitment decisions are made by the Chief Executive of Playlist for Life. We take account of all the information gathered during the application process.
You can ask about decisions on your application by calling 0141 404 0683 or emailing firstname.lastname@example.org.
As an individual, you have certain rights regarding your own personal data.
Do we use any data processors?
Yes – we use several processors to provide elements of our recruitment service for us. All our data processors are under contract to us and can only use your information in ways authorised by us. All of them comply with the strict requirements of the GDPR.
We use Office365 from Microsoft to provide our email system and cloud storage. Some details relating to your application will be held within Office365. Our IT Support provider So Connect Ltd manage our Office 365 system and provide IT security for it. They and their subcontractors, Giacom, Acronis, and Vade Secure, are under contract to us and fully comply with all data protection legislation. We use Amazon Web Services and Form Assembly to host our website and provide form functionality in our website. We use Salesforce as our Constituent Relationship Management system and will enter your contact details into Salesforce.
If you are employed by us, relevant details about you will be provided to Thomson Cooper who provide our payroll services. This will include your name, bank details, address, date of birth, National Insurance Number, salary and information on absences so that a correct salary payment can be made. We store information related to your employment in our HR system, CharlieHR.