Privacy notice for recruitment

24th May 2018

This privacy notice tells you what to expect during recruitment regarding the personal information collected and processed by the Joseph Rowntree Foundation (JRF).

Who are we?

We are the Joseph Rowntree Foundation (JRF) & Joseph Rowntree Housing Trust (JRHT).  We are a registered charity in England and Wales (number 210169) and the address of our head office is: The Homestead, 40 Water End, York, YO30 6WP.

What information do we ask for, and why?

All of the information you provide during the recruitment process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements where necessary.

We will not share any of the information you provide during the recruitment process with any third parties The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format. It will be used by the recruitment team, the people team and the hiring manager only.

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 that you have applied for in line with the job description and person specification.

We do not collect more information than we need in order to fulfil our stated purposes and will not retain it for longer than is necessary.

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.

Application stage

We will ask for your personal details including:

  • Name and contact details
  • Your previous experience and education
  • Your referees
  • Answers to questions relevant to the role you have applied for.

Our recruitment team will have access to all of this information, as well as the hiring manager.

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. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor diversity statistics.

You will be asked to complete a criminal records declaration to declare any unspent convictions.

Unsuccessful candidates

If you are unsuccessful following either shortlisting or interview/assessment for the position you have applied for, we will only keep the personal data you provided for the application process for a period not longer than 12 calendar months from when we last processed your application.

We may on occasion ask if you would like your details to be retained in our talent pool for the purposes of contacting you in the future should other suitable vacancies arise. This would be for an initial period of 12 months after which we would contact you again to ask the same question. Should we receive no response to this request then your details will be removed subject to the paragraph above.

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. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide:

  • Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
  • Proof of qualifications – you will be asked to attend our office with original documents, we will take copies.
  • We may (dependent upon role) contact you to complete a request for the Disclosure and Barring Service. You will be sent an electronic link to facilitate this in addition to providing original forms of ID that are destroyed once the check is complete. In addition to providing original forms of ID for this purpose that will be destroyed once a DBS number has been issued.
  • We will contact your referees, using the details you provide in your application, directly to obtain references and information on your trustworthiness, integrity and reliability.
  • We will ask you to complete a questionnaire about your health. This is to establish your fitness to work. The Occupational Health form may be shared with Occupational Health providers who may ask for access to your GP records.

Confirmed, unconditional offer of employment

If we make a final offer, we will ask you for the following:

  • Bank details – to process salary payments
  • Emergency contact details – so we know who to contact in case you have an emergency at work.

How we hold your personal information

Your data will be processed by our staff, who are all based in the UK. The data we process will be held internally on our own managed systems.

We are committed to storing data securely wherever it is held, and ensuring it is only accessible to authorised personnel.

Who we share it with

Our recruitment team will have access to all of this information, as well as the hiring manager.

Once an offer has been made, your information will be shared with the HR & Payroll team in addition to the hiring manager.

How long we keep your information

Item
Item Description How Long Do We Keep It?
Application Form 12 months* on recruitment file. Destroyed 7 years from date of leaving employment
CV 12 months* on recruitment file
Equal Opportunities Monitoring Form Input on electronic system and destroyed immediately
References Held on electronic staff file. Destroyed 7 years from date of leaving employment
Pre-employment health declaration Held on electronic staff file. Destroyed 7 years from date of leaving employment
Professional registration details (NMC Pin etc) Held on electronic staff file. Destroyed 7 years from date of leaving employment
DBS details – (Disclosure No, date of issue, processing date & reference No’s) Held on electronic staff file. Destroyed 7 years from date of leaving employment
DBS ID documents Destroyed once the check is complete
Right to work documents Held on electronic staff file. Destroyed 7 years from date of leaving employment
Exam certificates relevant to the role Held on electronic staff file. Destroyed 7 years from date of leaving employment
Offer letter & signed employment contract Held on electronic staff file. Destroyed 7 years from date of leaving employment
New starter form Held on electronic staff file. Destroyed 7 years from date of leaving employment

(* 12 months from the last action on your application e.g. after shortlisting, after interview etc.)

What are your rights?

Under the General Data Protection Regulation (GDPR) & the Data Protection Act 1998 (DPA) you have a number of rights with regard to your personal data.

You have the right to ask for a copy of the information we hold about you.  You will need to make a formal request called a ‘subject access request’. To make a subject access request you must make your request in writing and provide proof of your identity.

If any of the information we hold is inaccurate or out of date, you have the right to have it corrected, updated or deleted by contacting our Data Protection Officer.

Questions and complaints

If you have any questions about the personal data we hold about you or how we use it you can contact our Data Protection Officer who will make every effort to help you.

Contact details:
Data Protection Officer
Joseph Rowntree Foundation
The Homestead
40 Water End
York YO30 6WP

Or by email at: [email protected]

If you are not satisfied with our response or believe we are not complying with the law when using your personal data, you can complain to the Information Commissioner’s Office

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number