Policy and Engagement Lead (Welsh Essential)

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What personal information we will use?

Your name, address and contact details

Your gender

Your education and qualifications

Your academic and professional qualifications

Your skills, experience and membership of professional bodies

Your National Insurance number

Evidence of your ability to work in the UK, your nationality and immigration status

Information provided from your previous employer(s) and other referees

Other personal information you might provide on your application form or monitoring form and/or during any interview and selection process

We will need to keep certain special category personal information in relation to you which might be relevant to your employment, such as your:

-racial or ethnic origins

-political opinions

-religious or philosophical beliefs

-membership of a trade union

-physical or mental health (including details of any disability)

-sexual orientation

-details of any known disability

-commission or alleged commission of any offence, including the results of Disclosure and

-Barring Service (‘DBS’) checks

We use the special category personal information we hold about you for a number of different purposes, which we list below. Data protection law prohibits us from processing any special category personal information unless we can satisfy at least one of the conditions laid down by data protection law. We also set out below the specific conditions we rely upon when processing special category data.

We use the special category personal information we hold about you for the following reasons:

To monitor equality and diversity. In this case the condition we rely upon for processing the information is to monitor equality and diversity which is necessary for reasons of substantial public interest, namely for the purposes of identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people specified in relation to that category with a view to enabling such equality to be promoted or maintained.

We also use the special category personal information we hold about you for the following purposes:

-to comply with and demonstrate compliance with employment law and best practice and any other applicable laws

-to assess your fitness for work

-to make any reasonable adjustments to your role

In these cases, the conditions we rely upon for processing the information are because it is necessary for the purposes of carrying out the obligations and exercising specific rights in the field of employment law.

In cases where a claim has been brought against the Organisation or there is a potential risk of a legal dispute or claim we may need to process your special category personal information where it is necessary for the establishment, exercise or defence of legal claims.

There may be circumstances where we need to process your special category personal information, particularly relating to your health, where it is necessary to protect your interests (or someone else's interests) and you are not capable of giving your consent.

We envisage that we will hold information about criminal convictions. We will only collect information about criminal convictions as part of the recruitment process if it is appropriate given the nature of the role and where we are legally able to do so.

We will only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary for reasons of substantial public interest, namely, preventing or detecting unlawful acts, protecting the public against dishonesty, preventing fraud or suspicion of terrorism or money laundering.

Less commonly, we may use information relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public.

How we will obtain the personal information?      

As part of the recruitment and selection process we will obtain certain personal information from you. Some information will be provided in the job application form and further information may be provided by you and recorded by us during any interview process.

This information is collected either directly from candidates or sometimes from an employment agency. We may sometimes collect additional information from third parties including your referees, your education provider, the Home Office and the Disclosure and Barring Service.

What purposes we will use the personal information for?

We use the personal information we hold about you for a number of different purposes, which we list below. Under data protection law we need to have a valid legal basis for using your personal information, we also set out below the legal bases which we will be relying upon.

We use the information we hold for the purposes of recruitment and selection.

Your information may be disclosed to the referees you have provided on your application form in order to obtain references and/or with education, professional and vocational establishments to verify information you have provided on your application form or during any interview process.

The legal bases for processing we rely upon      

Our legal basis for processing evidence of your nationality, immigration status, ability to work in the UK, your NI number is to comply with our legal obligations. Otherwise, our legal basis for processing your information we hold for recruitment and selection purposes is because the processing is in our legitimate interests.

Our specific legitimate interests are:

1. To progress your application, arrange interviews and inform you of outcomes
2. To make an informed decision to shortlist for interview and (if relevant)recruit
3. To provide and demonstrate a fair and reasonable recruitment process
4. To employ the best candidates for the roles we have available
5. To comply with and demonstrate compliance with our legal obligations as an employer and any other applicable laws

How long we retain the personal information and why   

To make sure we meet our legal data protection and privacy obligations, we only hold on to your information for as long as we actually need it for the purposes we acquired it in the first place.

In most cases, this means that information gathered as part of the recruitment exercise will usually be retained for 12 months after the recruitment exercise has been completed. In the case of a successful applicant, information which is relevant to the on-going employment relationship will be transferred to the employee’s employment record and retained in accordance with the periods applicable for employees.