KSS CRC > Job applicants

Job applicants

Information we collect about you

  • Personal and contact information when you complete the online application, including your name, address, email address, telephone number(s), employment history, qualifications.  We may collect some of that contact information when you interact with us including during the application process.
  • Details (and copies) of your communications and interactions with us via our recruitment team or otherwise, including by email, telephone (voice recordings) and post.  Further information what we do with voice recordings can be viewed on our Voice Recordings page.
  • Copies of documents you provide to prove your identity (including driving licence and passport) when you are interacting with us through the recruitment process, or where there is a legal reason to request this from you.
  • Information about how you use our website, and which websites you came to our website from.  For more information, please see the Visitors to our website page.
  • We may also receive personal data directly from you or from various third parties and public sources, including from social media channels (if you interact with us through those channels), or other third parties including from employers or recruitment agencies.We have set out all of the ways we use your personal data, and why in the table below. We have also identified what our legitimate interests are where appropriate.
  • It is sometimes necessary for us to process your personal data in order to enter into a contract with you, or to satisfy a contractual requirement (referred to as ‘performance of a contract with you’ below), or to comply with a statutory requirement.

How and why we use your personal data

We have set out all of the ways we use your personal data, and why in the table below. We have also identified what our legitimate interests are where appropriate.

It is sometimes necessary for us to process your personal data in order to enter into a contract with you, or to satisfy a contractual requirement (referred to as ‘performance of a contract with you’ below), or to comply with a statutory requirement.

  How we use your personal data   Why we use your personal data
       
Initial application We use your personal and contact information to register you onto our recruitment database. Necessary for the legitimate interest of the business to process your application for a vacancy.
 
Verification of identity We may require copies of documents to verify your identity. Necessary for compliance with a legal obligation.
Communicating with you We use the personal and contact information provided by you and copies of your communications with us to manage our relationship with you. For example:

·         to notify you about interview appointments;

·         to communicate with you in response to any query, request or complaint you may have including by email and telephone.

Necessary for the legitimate interest of your application for a vacancy.

 

Necessary to comply with a legal obligation.

 

Necessary for our legitimate interests (to keep our records updated and to evidence our interactions).

Staff training We may use copies of your communications with us (including voice recordings) in order to train our staff. Necessary for our legitimate interests (to ensure that we are able to provide the best service to you).
Progressing an application We will use your personal information to enable us to progress you through each stage of our recruitment process.

 

Necessary for the legitimate interest of your application for a job vacancy or contract.

 

 

 
Vetting & background Checks We will provide your information to third parties to enable us to conduct vetting and background checks as required by the role applied for. Necessary to comply with a legal obligation.

How your information is shared

We sometimes share the data we collect from you with the following trusted third parties:

  • As a successful applicant, with Payroll, pension providers as part of your contract of employment and our legal obligations.
  • Police or other such regulatory authority – as part of an investigation or otherwise for legal or regulatory purposes.
  • Auditors – to audit our systems and processes for the purposes of ensuring efficiency, or regulatory or contractual compliance.
  • UK law enforcement agencies and third-party security companies – for the purposes of ensuring that we comply with the law and have adequate security measures in place.
  • Professional advisers including lawyers, auditors and insurers – for the purposes of providing consultancy, legal, insurance and accounting services.We will only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal or contractual requirements.

How long do we keep your information?

  • Unsuccessful applicants:  We only keep your personal information as provided to us by you during the recruitment process for 6 months from the closure of the recruitment campaign for the role in question.  Information generated throughout the assessment process, such as interview notes, will be held for 6 months following the closure of the recruitment campaign for the role you applied for.
  • Successful applicants: Your information, including information generated, will be saved in your employee file and will be deleted in accordance with terms of your contract of employment and Employee Handbook.
  • At the end of that retention period, your data will either be deleted or anonymised (so that it can no longer be associated with you) for research or statistical purposes.
  • To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances you may be entitled to ask us to delete your data: see ‘Your rights’ below for further information.