RSPCA Llys Nini Cardiff to Swansea Branch is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. This data protection notice is provided because you are applying for work with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR).
Data protection principles
We will comply with data protection law and principles, which means that your data will be:
In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
We may also collect, store and use the following types of more sensitive personal information:
We may collect personal information about candidates from the following sources:
- You, the candidate.
- Recruitment agencies to whom you have provided information.
- Credit reference agencies.
- Disclosure and Barring Service in respect of criminal convictions.
- Your named referees
- Publicly accessible sources, such as social networking websites where information is shared without restriction or where you have given permission for sharing with us.
We may use the personal information we collect about you to:
It is in our legitimate interests to decide whether to appoint you to any role since appointment must be suitable and lawful.
We also need to process your personal information to enter into a contract with you.
After considering any initial information (such as within a CV and/or covering letter, application form or other test) we will process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references. We may also carry out a criminal record before confirming your appointment.
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we may not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
We will use your particularly sensitive personal information in the following ways:
We may process information about criminal convictions where required by the role contemplated to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. In particular where:
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
If we need to share your personal information with third parties, including third-party service providers and other entities in the group, all are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
We will retain your personal information for a period of 7 months after we have communicated to you our decision about whether to appoint you to a role. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our data retention policy.
If we wish to retain your personal information for longer, for example if a further opportunity may arise in future and we may wish to consider you for that, we will seek your explicit consent for a fixed period.
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact us in writing.
When you applied to us, you provided consent to us processing your personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any ime. To withdraw your consent, please let us know in writing. Thereafter we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.