How we use your personal data

We take our data protection responsibilities seriously and would like to inform you about what we intend to do with personal data that relates to you.

As well as name and contact details, we hold the application form or CV you provide which includes information about education and qualifications, former employers and work history. All the information we hold is necessary for us to assess your suitability for the job, role or volunteer placement on offer.

We may also collect, store and use the following "special categories" of more sensitive personal information:

»Information about your race or ethnicity, religious beliefs, sexual orientation, age, disability, for monitoring purposes.

Before we confirm an offer or volunteer placement, we carry out some pre-employment checks, including health checks, we also take up references and a criminal records check.  To carry out these checks we share your name and necessary of information to help the third parties identify you. Our pre-employment checks will include checks carried out in countries outside of the EEA if that is where you lived and worked previously.  It is in our legitimate business interests and your own best interests, to make sure that we offer the job, role or placement to the most appropriate candidate.

Once your appointment is agreed we will use your personal data to send the terms of your engagement to you. 

We will also notify any recruitment agency involved in your recruitment that an offer has been made.  Most of the information we hold at recruitment stage has been provided by you directly, or on your behalf by the employment agency. Any agency will be expected to comply with GDPR requirements on our behalf.

We keep our recruitment records for the duration of the recruitment process and then for no longer than 12 months for unsuccessful candidates. All interview notes and related evaluations will be kept for a period of six months after the interview date. For successful candidates, the personal data in the recruitment file will be carried forward into the employee HR file. We would not publish your personal data, for example, your photograph or work contact details, without your consent but some job roles will involve a degree of publicity and we will make that clear before any publication.


Your data protection rights

You have the right to ask for a copy of the personal data we hold that relates to you. If you think that information about you which we hold is incorrect or misleading, you have the right to have the information corrected provided you can demonstrate that it is incorrect.  You can also request the erasure of personal data relating to you in certain circumstances, where we do not require it to meet a legal obligation. 

You can also request a restriction of processing so that your records are maintained beyond our usual retention period.  You have the right to object to processing on the grounds that it causes you damage or distress and the right to take away a copy of your personal data in electronic format in certain circumstances. If you are unhappy about the way we use your personal data or the way in which we respond to your request to exercise your data protection rights, you can email us or contact:

The Data Protection Officer
Mulliner House
Flanders Road
London W4 1NN.

You also have the right to lodge a complaint with the Information Commissioner at:
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF