GDPR Candidate Data Protection Notice

What is the purpose of this document?

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:

  • - Used lawfully, fairly and in a transparent way.
  • - Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  • - Relevant to the purposes we have told you about and limited only to those purposes.
  • - Accurate and kept up to date.
  • - Kept only as long as necessary for the purposes we have told you about.
  • - Kept securely.

The kind of information we hold about you

In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:

  • - Information provided to us in any curriculum vitae and covering letter.
  • - Information provided on any application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications etc.
  • - Information provided to us during any interview.

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

  • - Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
  • - Information about your health, including any medical condition, health and sickness records.
  • - Information about criminal convictions and offences.

How is your personal information collected?

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.

How we will use information about you

We may use the personal information we collect about you to:

  • - Assess your skills, qualifications, and suitability for any proposed role.
  • - Carry out background and reference checks, where applicable.
  • - Communicate with you about the recruitment process.
  • - Keep records related to our hiring processes.
  • - Comply with legal or regulatory requirements.

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 personal information

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.

How we use particularly sensitive personal information

We will use your particularly sensitive personal information in the following ways:

  • - We will use information provided about disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview.
  • - We may use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

Information about criminal convictions

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:

  • - Legal required by a relevant regulatory body
  • - The role is one listed on the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (SI 1975/1023) or is also specified in the Police Act 1997 (Criminal Records) Regulations (SI 2002/233) so is eligible for a standard or enhanced check from the Disclosure and Barring Service.
  • - The role requires a high degree of trust and integrity (for example, if involving access to significant client money) and so we would like to ask you to seek a basic disclosure of your criminal records history.

Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

Data sharing

Why might you share my personal information with third parties?

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.

Data security

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.

Data retention

How long will you use my information for?

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.

Rights of access, correction, erasure, and restriction

Your rights in connection with personal information
Under certain circumstances, by law you have the right to:

  • - Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • - Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • - Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
  • - Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
  • - Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • - Request the transfer of your personal information to another party.

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.

Right to withdraw consent

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.