Human Resources - applicant candidate privacy notice

Privacy notice for applicants and candidates who apply for any employment with WSCC through Human Resources and Organisational Change.

This privacy notice explains:

  • how personal information is going to be used
  • what it is used for
  • who it might be shared with and why
  • how long it is kept.

The information you provide helps us to:

  • assess your skills, qualifications, and suitability for the role
  • carry out background and reference checks, where applicable
  • communicate with you about the recruitment process
  • keep records related to our recruitment processes
  • make sure we meet our legal duties and responsibilities.

Personal and special category data

The categories of personal data we are processing are:

  • information you provide to us in your curriculum vitae and covering letter or on our application form (both in paper and electronic form) - this includes name, title, address, telephone number, personal email address, national insurance number, date of birth, gender, ethnicity, disabilities, employment history and details of qualifications and experience
  • any notes made during interview and any additional information you provide to us during an interview process
  • any other information related to the recruitment process such as test results, right to work in the UK
  • information received from the Disclosure and Barring Service in respect of criminal convictions where this is a requirement of the role
  • information from the Health and Care Professional Council (or other relevant professional body) in respect of registration details where this is a
    requirement of the role
  • details of criminal convictions
  • information about your health
  • documents confirming identity
  • your named referees, from whom we collect your current employment history and referee details.

Data Controller

West Sussex County Council (WSCC) complies with the Data Protection Act and the General Data Protection Regulation (GDPR). It is registered as a ‘Data Controller’ with the Information Commissioner’s Office (Reg. No. Z6413427). 

You can find details for the WSCC Data Protection Officer (DPO) on our Privacy Policy page.

We ensure that your personal data is processed fairly and lawfully, accurate, kept secure and retained for no longer than is necessary.

The legal basis for processing personal data

  • Your personal information will be processed in the administration of your application.
  • The processing is necessary for the performance of a contract or to take steps to enter into a contract.
  • The processing is required by law or regulation.
  • During the course of your application it may also be necessary to process. your sensitive personal information. This processing will be carried out on the basis of consent. By completing an application form or giving consent on the online Applicant Tracking System (ATS) as part of a recruitment process, you consent to the processing of your personal data.

How we use your personal information

We use personal data in accordance with our Privacy Policy and specifically to:

  • assess your skills, qualifications and suitability for the role
  • carry out background and reference checks, where applicable and where required for the role
  • comply with equal opportunities
  • comply with immigration and money laundering legislation
  • communicate with you about the recruitment process
  • keep records related to our recruitment processes
  • comply with legal or regulatory requirements.

Who we share your information with

We may pass data to:

  • members of the WSCC HR/Organisational Change team
  • WSCC recruiting manager and other recruiting panel members
  • WSCC IT staff, if access to the data is necessary for performance of their roles
  • the Disclosure and Barring Service where this is a requirement of the role
  • the Health and Care Professional Council (or other relevant professional body) where this is a requirement of the role
  • HM Revenue and Customs
  • UK Border or other public authority
  • other third-party organisations, as allowed by law
  • other partner agencies that provide services on our behalf.

We will not share data with third-parties for marketing purposes.

See our Privacy Policy if you require more information about how we use this data.

How long we will keep your personal data

Personal data will not be retained for longer than necessary in relation to the purposes for which it was collected.

We will retain your personal information for a period of six months after we have communicated to you our decision about whether to appoint you to the 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 Employee File Retention and Management Policy.

If you are unsuccessful we may seek your further consent to retain your personal information on file, on the basis that further opportunities for employment may arise.

If you are happy for us to hold your information, you will be asked for your further consent on the ATS system, and in giving your consent your personal information will be held for a further 24 months from the date further consent is given.

If you do not give consent your personal information will be destroyed in accordance with our six months from the closing date of the role applied for.

Your rights

See our Privacy Policy for more information on your rights.

Complaints

See our Privacy Policy for information about making a complaint.

 
Last updated:
17 September 2020
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  • West Sussex County Council will only use this email address to respond to any issues raised.