Physiologist (British Rowing - Olympic Development Programme)

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APPLICANT AND CANDIDATE PRIVACY NOTICE 
Who does this notice apply to, why is it important and who are we? 
This notice applies to any person who applies for a job with UK Sports Institute Limited (“UKSI” or “we”) and goes through the recruitment process ie. from the initial application stage, to the shortlisting and interview stages, right up to the conditional offer, acceptance and pre employment checks stage.
This notice explains what personal data (information) UKSI will hold about you, how we collect it, and how we will use and may share information about you during the recruitment process.
We do this primarily to ensure that the reasons for any personal data we process about you has been clearly explained, and so we remain transparent about how we collect and use (or otherwise ‘process’) your data. In addition, we are required to notify you of this information, under data protection legislation.
UKSI is a ‘controller’. This means that we are responsible for deciding how we hold and use personal information which is provided by you during the recruitment process including any data provided on the online recruitment system, “Recruitment+”.

Networx is the supplier of Recruitment+ and will process any personal data that you provide on Recruitment+, on behalf of UKSI and only on the specific instructions of UKSI. Networx is therefore what is known as a ‘data processor’ in this scenario.

As defined by the General Data Protection Regulation (GDPR) UK Sports Institute 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 specific explicit legitimate purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
• Adequate, relevant and limited only to what is necessary for those purposes.
• Accurate and, where necessary, kept up to date.
• Kept only as long as necessary in an identifiable format 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 UKSI, 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 (CV) and covering letter. This may typically include (but is not limited to): Your name and contact details. Details of your qualifications, skills, experience and employment history. Information about your current level of remuneration.
• The information you have provided on our application form, including information about your eligibility to work in the UK, and geographical location in relation to an UKSI site.  
• Any other information (voluntarily or otherwise) provided by you to support your application, including any still or moving images (for example, if a supporting video is requested). 
• Any information you provide to us during an interview or as part of an assessment, whether that is in person, virtual or as part of a recording.
• Any information you wish to provide in support of building up your Networx candidate account.
• Answers to questions around your recruitment preferences including marketing.

We may also collect, store and use the following types of more sensitive personal information (known as special category data) as you progress through the different stages of the recruitment process:

• Information about your age, ethnicity (including citizenship status), disability, religion or belief, sex, sexual orientation, gender and gender reassignment (all of which are known as 'protected characteristics’).
• Information about your health, for example: a medical condition which may be deemed to be a disability under the Equality Act 2010.
• Information about criminal convictions and offences.

How is your personal information collected?

We collect personal information about candidates from the following sources:

You, the candidate.

Where applicable, a recruitment agency.

Where applicable, third parties such as the Disclosure and Barring Service (DBS).

Your named referees, from whom we collect your references.

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 relevant role/s.
• Decide whether and whom to offer a job.
• Undertake DBS and reference checks, where applicable.
• Communicate with you about the recruitment process.
• Keep records related to our hiring processes.
• Statistical analysis purposes.
• Comply with legal or regulatory requirements and defend legal claims.
• We need to process your personal information to decide whether to enter a contract of employment (or contract for services, where applicable) with you.

On what basis do we process this data?

As required by the GDPR we must only request information if we have a lawful basis for doing so. In the main, you are providing this information to form a contract with you that will allow us to use your details and information presented so that we may provide recruitment services to you.

Our lawful bases for this processing Ie. the reasons we can process your personal data under Article 6 GDPR is because it is necessary for the legitimate business interests outlined above, to assist compliance with certain legal obligations, and prior to entering a contract with you. Where we process any special categories of personal data such as the equality and diversity information, our appropriate lawful bases under Article 9 of GDPR will be for the purposes of ensuring compliance with relevant employment law, defending legal claims or is based on your explicit consent.
 

Who do we share your personal data with?

Your information will be shared internally for the purposes of the recruitment campaign. This includes, with members of the People team, those supporting with the recruitment process, including administrators, interviewers/assessors and managers in the area where the vacancy has arisen. They may be both UKSI employed, and third party employed staff, such as people employed by the relevant National Governing Body (NGB). On occasion, we may instruct an independent expert panel member to take part in the recruitment process.

The supplier of the online recruitment software (Networx) and their processors will also have access to the data. This means they will only process your data in accordance with our specific instructions. Networx will not share the information with third parties for secondary or unrelated purposes unless otherwise disclosed at the point of collection and not without having gained acceptance at the point of collection.

If we make you a conditional offer of employment, we will also need to share your data with former employers to obtain references about you and other third parties as part of the pre-employment screening process. This may include academic institutions and the disclosure and barring service. We may also share your information with third party suppliers who carry out pre-employment screening on our behalf. We will always ask for your express consent before processing this type of data as part of pre-employment screening.

How we use particularly sensitive personal information

We will use information about your disability status (yes/no) to:

• Flag that a disability has been disclosed on the system which will inform shortlisting activity, as part of our commitment to being a Disability Confident Employer.

Irrespective of any disability declared, we encourage an open dialogue as to whether there is anything we can offer to make the recruitment process more comfortable and/or accessible.

We will use information about your protected characteristics to:

• Ensure meaningful equal opportunity and diversity monitoring and reporting.
• Enhance opportunity of treatment and diversity in recruitment, where possible. For example, we may use information concerning a visible protected characteristic in a positive action (tie-break) situation.

We carefully consider the treatment of all such data, have an appropriate policy document in place governing the treatment of such data, and ensure we have identified an appropriate lawful basis (or bases) to do so.

Outside of the above explicit purposes, your protected characteristics information will only ever be shared in a reduced identifiable state (i.e.. names removed) for general monitoring and improvement purposes in the area of equality and diversity with those who need to process such data at UKSI.

Information about criminal convictions

Depending on the role that you are applying for, we may require information about any criminal convictions.

Certain roles such as those working with young people or vulnerable adults  are conditional on checks being satisfactory and we obtain checks from the DBS for this purpose. We will only carry out these checks if you are  offered the role you applied for.

We have in place appropriate policies, procedures and safeguards which we are required by law to maintain when processing criminal conviction data.

If you fail to provide personal information

If you fail to provide information when requested, which is necessary to enable us to consider your application (such as evidence of qualifications or work history), we will not be able to take your application further.

Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making. We may however use some automated screening tools as part of your application process. The answers you provide to one or more of the questions (excluding any special categories/equal opportunity questions) may result in your application being automatically declined. This technology is used to help us manage the high volume of applications we receive. The reason for the decline will be made available to you in your candidate account.

Data security

We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, altered, misused or disclosed, and is not accessed except by UKSI employees that need to, or by authorised agents, contractors or other third parties, in the proper performance of their duties and 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.

Networx also has commercial technical security measures in place to protect visitors’ information when using its online recruitment software, and only authorised personnel have access to personally identifiable information submitted through the website. Its employees are required to maintain the confidentiality of this sensitive data.

Data retention: How long will you use my information for?

You may be asked to set up a candidate account on Recruitment+ to apply for a vacancy with us. At the end of the recruitment process, you will be asked if you wish to maintain such a candidate account, if you choose to maintain it, your application details remain on Recruitment+ until you choose to delete your account. Networx, as the supplier of Recruitment+, will not use this information for any purpose unless you have specifically agreed to this at the point of collection. You can access your account at any time to update, correct or withdraw details. You may also download your data by generating an XML file within your account.

We will retain your personal information for a period of six months after we have communicated  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 any applicant on prohibited grounds and that we have conducted the recruitment process in a fair and transparent way. For some information, for example, supporting videos, we will retain this information for a shorter time and keep it only until it has been viewed and assessed by all involved. 

if you are successful in your application, we will upload your details to the UKSI People system we use for our employees. As an employee you will sign a contract of employment (or as a contractor, a contract for services) and agree to additional terms on how your data is handled and stored.

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. Within your candidate account, you can also use the Download Data feature to generate an XML file of the current data we hold on.

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 situation which makes you want to object to processing on this ground. You also have the right to object to 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.

Contact details

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 the UKSI Data Protection Officer at dataprotection@uksportsinstitute.co.uk.

In addition, if you would like to find out more about how Networx processes personal data you can contact their Data Protection Officer at dpo@networxrecruitment.com.

Finally, if you wish to speak to a UKSI People Team representative regarding any issues with your application or otherwise, you can contact recruitment@uksportsinstitute.co.uk. 

Changes to our Privacy Policy

UKSI reserve the right to modify or amend this privacy statement at any time and for any reason, providing it maintains compliance with the applicable data protection legislation. Where significant changes are made while we still hold your data, we will notify you in writing of such changes.

This version was last reviewed in: February 2024