Recruitment Privacy Notice

Data controller: Head of HR Services - SAR@farleighhospice.org
Data protection officer: Information Governance Lead - DPO@farleighhospice.org

What information does Farleigh Hospice collect? The types of information that we might hold on you include:

• Title and full name;
• Postal address;
• Email and telephone number;
• Records of your correspondence with us;
• Information included on your CV, including references, education history and professional history;
• information about your current level of remuneration, including benefit entitlements;
• Right to Work;
• Professional Body Membership;
• Employment Status;
• Previous Criminal Convictions;
• Identification, such as driving license or passport;
• As we use Closed Circuit Television (CCTV) for security purposes at our buildings, your image may appear in still images and video footage.

We may also hold special category data about you, such as;

• Health Problems and Disabilities;
• Disclosure and Barring Service Checks;
• Equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.

How do we collect information?

We collect data in the following ways:

• Data is given to us by you;
• Third Party Recruitment systems, such as NHS Jobs;
• Professional Third Parties, such as the disclosure and barring service;
• CCTV Cameras.

We may also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. We will seek information from third parties only once a job offer to you has been made and will inform you that we are doing so.

Why does Farleigh Hospice process personal data?

Farleigh Hospice needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you.

In some cases, Farleigh Hospice needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.

Farleigh Hospice has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the organisation to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. Farleigh Hospice may also need to process data from job applicants to respond to and defend against legal claims.

Farleigh Hospice may process information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.

Where Farleigh Hospice processes other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes.

For some roles, Farleigh Hospice is obliged to seek information about criminal convictions and offences. Where the organisation seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.

If your application is unsuccessful, Farleigh Hospice may keep your personal data on file in case there are future employment opportunities for which you may be suited. The organisation will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.

Who has access to data?

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

Your data may be shared with colleagues within the Hospice where it is necessary for them to undertake their duties with regard to recruitment. This includes:

• the HR department;
• those in the department where the vacancy is who are responsible for screening your application and interviewing you;
• members of the interview panel;
• the IT department where you require access to our systems to undertake any assessments requiring IT equipment.

Your information may be shared externally with our recruitment partner for the purposes of the recruitment exercise or technical issues regarding your application.

Farleigh Hospice will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. Farleigh Hospice will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.

The organisation will not transfer your data outside the European Economic Area.

How does the organisation protect data?

Farleigh Hospice 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.

Please refer to Section 2 of our Privacy notice for more information on how we protect your data.

For how long does the organisation keep data?

If your application for employment is unsuccessful, Farleigh Hospice will hold your data on file for 6 months after the end of the relevant recruitment process for consideration for future employment opportunities. Within this 6-month period every applicant is asked whether they want this to be extended. At the end of that period or once you withdraw your consent, your personal details are removed but your application details on vacancies applied for remain on the system.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

Your rights

As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request;
• require the organisation to change incorrect or incomplete data;
• require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
• object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please contact Head of HR Services SAR@farleighhospice.org. If you believe that the Farleigh Hospice has not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to Farleigh Hospice during the recruitment process. However, if you do not provide the information, Farleigh Hospice may not be able to process your application properly or at all.

Automated decision-making

Recruitment processes are not based solely on automated decision-making.

Changes to our Recruitment Privacy Notice

We keep our Recruitment Privacy Notice under regular review and will update this Notice from time to time.

This Privacy Notice was last updated in February 2021.