Housekeeper

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Data Protection privacy notice

The following explains how we Evolve Housing + Support (Controllers) intend to use the information you provide in your application, along with your rights, our reasons for requesting it and who will have access to it.

As defined by the General Data Protection Regulation (GDPR) Evolve Housing + Support is the Data Controller and ultimately responsible for ensuring the data you provide is kept secure, processed correctly and that you understand your legal rights in relation to the data you provide.

The recruitment software we use via this website is supplied by IRIS Software Group Limited and they are defined as a Data Processor under the GDPR. They will only process your data in accordance with our instructions.

IRIS can be contacted at: 4th Floor Heathrow Approach, 470 London Road, Slough, England, SL3 8QY

For Data Protection enquiries, please contact the Help Desk at support@networxrecruitment.com

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:

·        The information you have provided to us in your curriculum vitae and covering letter.

·        The information you have provided on your curriculum vitae, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications, referees etc.

·        Any information you provide to us during an interview.

·        Any other information included as part of the application process e.g. test results.

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

·        Information about your age group, gender, transgender status, sexual orientation, disability status, ethnic background, religious belief, past homelessness experience and if you have used homelessness (or similar) services.

·        Information about your health, including any medical condition.

·        Information about criminal convictions and offences.

·        Any other applicable information.

How is your personal information collected?

We collect personal information about candidates from the following sources:

·        You, the candidate.

·        Recruitment agencies, from which we collect the following categories of data: Curriculum Vitae and/or References and/or DBS and/or Transfer and On-boarding Form etc.

·        Ucheck, Everwell Occupational health, Immigration and Nationality Directorate, Driver and Vehicle Licensing Agency and Financial Conduct Authority are background check providers, from which we collect the following categories of data: DBS outcomes, occupational health outcomes, right to work confirmation, confirmation of licensing etc and fitness and propriety etc.

·        Disclosure and Barring Service in respect of criminal convictions.

·        Your named referees, from whom we collect the following categories of data: capacity they have known the applicant, duration they have known the applicant, dates of employment/unemployment/study, full time/part time/agency worker, applicant’s suitability for the post for which they are applying, current duties and responsibilities (if applicable), honesty and trustworthiness and the main areas of responsibility and achievements to date along with any skills or potential of weakness noted.

How we will use information about you

We will use the personal information we collect about you 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 hiring processes.

·        Comply with legal or regulatory requirements.

It is in our legitimate interests to decide whether to appoint you to a role since it would be beneficial to our business to appoint someone to that role.

We also need to process your personal information to decide whether to enter into a contract of employment with you.

After receiving your CV and covering letter, we will then 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, check your right to work, and/or carry out a criminal record check and/or carry out any other applicable checks 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 right to work or work history), we will not be able to process your application successfully. For example, if we require 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 about your 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 and/or interview.

·        We will use information about your age group, gender, transgender status, sexual orientation, disability status, ethnic background, religious belief, past homelessness experience and if you have used homelessness (or similar) services to ensure meaningful equal opportunity monitoring and reporting.

Information about criminal convictions

We envisage that we will process information about criminal convictions.

We will collect information about your criminal convictions history if we would like to offer you the role (conditional on checks and any other conditions, such as references, being satisfactory to us). We are required to carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role.

We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.

Only if you are successfully recruited, we will upload your details to our HR system, Cascade. As a member of staff you will sign a contract of employment and agree to additional terms on how your data is handled and stored.

Data sharing

Why might you share my personal information with third parties?

We will only share your personal information with third parties for the purposes of processing your application. They 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 six 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 applicable laws and regulations.

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 hr@evolvehousing.org.uk via email.

• Right to withdraw consent when you apply for a role or roles, 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 time. To withdraw your consent, please contact hr@evolvehousing.org.uk. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.

Data protection officer

We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO via dataprotectionofficer@evolvehousing.org.uk. You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.