St Anne’s Community Services Privacy Statement
The following explains how we, St Anne’s Community Services, (Controllers) intend to use the information you provide in your application, along with your rights, our reasons for requesting it and who will have access to it.
What information do we collect about you?
We collect information that is specifically provided by you as part of the application and recruitment process. We will collect the following (but not limited to):
- Name, address, email address, telephone number(s)
- CV (if applicable)
- Equal opportunities monitoring information – this information is for statistical analysis and monitoring purposes
- Entitlement to work in the UK
- Reference details which includes current or most recent employer and character references
- Details of your qualifications, employment history, experience and skills
- Criminal convictions
- Any other information you wish to provide in support of your application
By agreeing to this privacy statement, you are allowing us to form a contract that will mean we can use your details and information presented so that we can assess your suitability for employment with us and carry out statistical analysis.
Why do we collect this information and who do we share it with?
Details you provide in this application:
- Will be held on our computer systems and may be downloaded by us
- Will be used to deal with your application
- Will be made available to us and our processors
- Will be used for communication with you regarding the vacancy you have applied for
- Will be used to satisfy legal requirements
- Will be used for statistical analysis
- Will be held and may be used to contact you about other vacancies
We will store your application data for 12 months. After this period, it will be fully anonymised or deleted.
If you are successful through the application stage, as part of pre-employment checks we will perform a number of necessary background checks. We have an in-house Recruitment Department that will handle your data in order to complete the checks. We also have contracts in place with several third parties in relation to background checks. Information will be collected from criminal records (Disclosure and Barring Service or DBS) checks and online health assessments. St Anne’s will only seek this information once a job offer has been made to you.
If you are successfully recruited, data will be stored in a range of different places including our HR and Payroll management systems and your personnel file. As a member of staff, you will be issued with a contract of employment and be required to agree to additional terms on how your data is handled and stored.
The use of CVs
St. Anne’s does not use CVs for every role it advertises. However, for vacancies that we do accept the use of CVs, Networx (our recruitment software provider) will provide you with the option to apply using this method. A member of our in-house recruitment team may then contact you to run through some questions that might be required as part of the application process.
Our recruitment process requires that we contact the referees provided by you as part of our recruitment checks to help ascertain suitability of employment. You may request to see details of references relating to you and you must make this request in writing to St. Anne’s Community Services Recruitment department at Recruitment@st-annes.org.uk or St Anne’s Community Services, 6 St Mark’s Avenue, Leeds, LS2 9BN.
Who has access to your data and how will St Anne’s share it?
Your information will be shared internally for the purposes of the recruitment process. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, relevant hiring managers with a vacancy and IT employees if access to the data is necessary for the performance of their roles.
St Anne’s will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. St Anne’s will then share your data with former employers to obtain references for you, other referees to supply character references, our occupational health provider to obtain confirmation of your fitness for employment in the role you have been offered and the DBS to obtain necessary criminal records checks.
Where information is held?
Information may be held at our offices and those of third party agencies and service providers as described above.
How does St Anne’s protect your data?
St Anne’s 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. St Anne’s has a number of policies and procedures in place to protect data which include:
- Data Protection Policy
- Information Governance Framework
- Information Security Policy
- Use of Electronic Equipment Policy
- Subject Access Request Procedure
St Anne’s also has procedures in place to deal with any suspected data security breach. St Anne’s will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How long does St Anne’s store data?
If your application for employment is unsuccessful, St Anne’s will, as a matter of course, hold your data on file for twelve months after the end of the relevant recruitment process. At the end of that period, or if you withdraw your consent, your data will be deleted or destroyed unless St Anne’s believes it has a continuing legal basis to hold that information, such as that it is necessary in relation to ongoing legal proceedings. If your application for employment is successful, personal data gathered during the recruitment process will be retained for the duration of your employment.
We are dedicated to providing reasonable access to visitors who wish to review the personal information retained when they apply via our website and correct any inaccuracies it may contain. By registering an account, you have access to your profile and the ability to correct and update your details, or withdraw your details at any time. To do this, you can access your personal profile by using the secure login. In all cases we will treat requests to access information or change information in accordance with applicable legal requirements.
You have the following rights in relation to the way in which we deal with your personal data:
- The right of erasure or to be forgotten
- The right to rectification if information is inaccurate or our of date
- The right of data portability (to obtain and reuse your personal data)
- The right to object to networx and the controller and processors handling of your personal data
- The right to withdraw your consent with regards to the handling of your personal data
- The right to ask for a copy of the information we hold about you (Known as a Subject Access Request)
- The right to lodge a complaint with a supervisory authority – the Information Commissioner’s Office (ICO)
If you are not satisfied with our actions you can seek recourse through our internal complaints procedure. If you remain dissatisfied you have the right to refer the matter to the Information Commissioner’s Office (ICO) by contacting 0303 123 1113. Further information can be found here: Contact us | ICO