Recruitment Privacy Information

 

Contents:

1. What Will We Do With the Personal Information in Your CV or Job Application?

2. What Information Do We Ask For and Why?

3. What Information Do We Share With Third Parties?

4. How Long Is the Information Retained For?

5. How Do We Make Decisions about Recruitment?

6. Changes to This Notice

 


 

1. What Will We Do With the Personal Information in Your CV or Job Application?

All of the information you provide during our recruitment and selection processes will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements, if necessary.

The information you provide will be held securely by us whether the information is in electronic or physical format. We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. 

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for. 

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2. What Information Do We Ask For and Why?

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 might affect your application if you don’t.

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary. We typically collect the following personal information from you:

A. At Application Stage

We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. You will be asked to complete a criminal records declaration to declare any unspent convictions. Our recruitment team will have access to all of this information.

You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application.

Any information you do provide will be used only to produce and monitor equal opportunities statistics and will not be shared outside of our HR team in a way which can identify you. 

B. During Assessments

We will ask you to participate in assessment tests and occupational personality profile questionnaires and to attend an interview. We are required to confirm the identity of our staff and their right to work in the United Kingdom, so you will need to provide original photo documents, together with proof of your National Insurance Number. 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 Stewardship.

If you are unsuccessful following assessment for the position you have applied for, we will retain this information for a maximum of 12 months, should any queries arise.

C. Conditional Offer

If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. We will contact your referees, using the details you provide in your application, directly to obtain references, as we need to check the information with which you have provided us and to seek assurance as to your trustworthiness, integrity and reliability. 

We will also ask you to complete a questionnaire about your health, conducted by a trusted organisation contracted to do this assessment on our behalf.

D. Joining Our Team

Once you join Stewardship, we will ask you for Bank details to process salary payments, as well as emergency contact details so we know who to contact in case you have an emergency at work.

If your role is covered by an Occupational Requirement you will also be required to sign a Statement of Faith (which will have been discussed with you at interview). This will be held on your personnel file.

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3. What Information Do We Share With Third Parties?

Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

Please contact us for a list of the current providers used during our recruitment processes, as well as links to their privacy information.

A. Recruitment Search Agencies

For senior vacancies, we sometimes advertise through Macaulay Search. They will collect the application information and might ask you to complete a work preference questionnaire which is used to assess your suitability for the role you have applied for, the results of which are assessed by recruiters. Information collected by Macaulay Search will be retained for 12 months following the end of our agreement. Details of their Privacy Notice can be obtained from them upon request.

B. Online Assessments

We use a range of online tests to help us assess personality and work related ability. If we ask you to complete one of these tests, we will send you a link to the test. Your answers and any reports will be provided to us and a copy held by the provider.

C. Occupational Health Provider

If we make you a conditional offer, we will ask that you complete a questionnaire which will help to determine if you are fit to undertake the work that you have been offered, or advise us if any adjustments are needed to the work environment or systems so that you may work effectively.

We will send you a questionnaire which you email directly to our provider once completed; no member of Stewardship staff will see the information you provide on this questionnaire. The information you provide will be held by the provider who will issue us with a fit to work certificate or a report with recommendations. If an occupational health assessment is required, this is likely to be carried out by same provider.

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4. How Long Is the Information Retained For?

If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work and references.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 12 months from the closure of the campaign.

Information generated throughout the assessment process, for example interview notes, is retained by us for 12 months following the closure of the campaign.

Equal opportunities information is retained for 12 months following the closure of the campaign whether you are successful or not.

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5. How Do We Make Decisions about Recruitment?

Final recruitment decisions are made by hiring managers and members of our recruitment team. All of the information gathered during the application process is taken into account.

You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing [email protected].

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6. Changes to This Notice

We may update this Notice from time to time. We will notify you of significant changes by contacting you directly where reasonably possible for us to do so and by placing an updated notice on our website. This Notice was last updated on 8 May 2018.

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