Job Applicant Privacy Notice

We collect and process a range of information about you to during a recruitment process. This includes:

• Your name, address and contact details, including email address and telephone number.
• Details of your qualifications, skills, experience, employment history, and professional memberships.
• Information about your current level of remuneration, including benefit entitlements.
• Whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process.
• Information about your entitlement to work in the UK.
• Equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health, and religion or belief.
• In order to consider any potential criminal convictions.
• For applicants who have been offered a position we will request employment and personal references.

We may process some special category data as part of the recruitment process.  This processing is carried out in accordance with and paragraph 1 Schedule 1 part 1 of the Data Protection Act 2018 where it is necessary for the purposes of performing or exercising employment-related rights or obligations imposed by law on either the organisation or the individual.

Legal obligations arising under various UK employment and related legislation including but not limited to:

• Employment Rights Act 1996
• Employment Relations Act 1999
• National Minimum Wage Act 1998
• Working Time Regulations 1999
• Equality Act 2010
• Apprenticeships, Skills, Children and Learning Act 2009

We will use the personal information you provide to process your application. The information you provide in your application enables us to assess your skills, experience and suitability in a fair and consistent manner.

We may process information about whether applicants have a disability in order to make reasonable adjustments throughout the recruitment process and to fulfil our obligations and exercise specific rights in relation to employment.

In some cases, we are required to process data to comply with our legal obligations. For example, we are required to verify a successful applicant's right to work in the UK before employment commences.

We have a legitimate interest in processing personal data during the recruitment process and maintaining records relating to that process. Processing applicant data enables us to manage the recruitment activities, assess candidates’ suitability for employment, make informed recruitment decisions and communicate with applicants throughout the process. We may also process data where necessary to establish, exercise or defend legal claims.

We may process special category data, such as information relating to ethnic origin, health, religion or belief, sexual orientation, age, and disability for the purposes of equality legislation.   Provision of this information is voluntary and will not form part of the recruitment decision-making process unless relevant to a reasonable adjustment request.

You are under no statutory or contractual obligation to provide personal information during the recruitment process. However, if you do not provide certain information, we may be unable to process your application or assess your suitability for the role

For certain roles, we may be required to obtain information relating to criminal convictions and offences. Where his is necessary, we will do so in accordance with applicable laws and only where there is a lawful basis for processing, including where required to comply with a legal or regulatory obligation or where permitted under employment law.

We will not use your personal data for any purpose unrelated to the recruitment process for which you have applied.

Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the service area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.

We may need to share the information you have provided with:

• Third party organisations (for the purpose of seeking references).
• Disclosure and Barring Service.
• Occupational Health Provider.
• Other government agencies such as HMRC and DWP.

We are also required to check individual’s immigration status (as applicable) with government agencies.

We are also permitted by law to protect public funds. To this end, we may share information that you provided for the prevention and detection of fraud.

We collect this information in a variety of ways. For example, data might be contained in application forms, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

We will also collect personal data about you from third parties, such as references supplied by former employers, 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 it is doing so.

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) and in paper records.

If your application for employment is unsuccessful, we will hold your data on file for six months after the end of the relevant recruitment process. At the end of that period your data is deleted or destroyed.

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. Your information will be retained for 6 years following the end of your employment.

You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all. If your application is successful, it will be a condition of any job offer that you provide evidence of your right to work in the UK and satisfactory references.

You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.

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

• Access and obtain a copy of your data on request.
• Require us to change incorrect or incomplete data.
• Require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing.
• Object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing.
• Ask us to stop processing data for a period, if data is inaccurate or there is a dispute about whether or not your interests override the council’s legitimate grounds for processing data.

If you would like to exercise any of these rights, please contact the Human Resources team by email hr@tandridge.gov.uk.

If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.

If you have any questions about how your personal information is handled, please contact our Data Protection Officer via email at InformationGovernance@tandridge.gov.uk  or via the contact details at the end of the privacy notice.

For independent advice about data protection, privacy, data sharing issues or if you are dissatisfied with how your personal information has been used you have a right to complain and can contact the Information Commissioner at:

Information Commissioner’s Officer
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Phone: 0303 123 1113 (local rate) 

Visit: www.ico.org.uk

E-mail: casework@ico.org.uk

Contact details
Tandridge District Council 
8 Station Road East
Oxted
RH8 0BT
01883 722000

E-mail: customerservices@tandridge.gov.uk

• Not applicable