Applicant Privacy Statement
The following explains how we, Raven Housing Trust Ltd (the ‘Data Controller’) 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.
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.
What information do we collect?
We collect, store and use information that is specifically provided by you (or on your behalf) as part of an application process. We will collect the following categories of personal information:
Name, address, email, telephone number
The information contained in any covering letter and CV (if applicable)
Answers to application questions
Any information you provide to us during an interview
Any other information you wish to provide in support of your application
We may also collect, store and use the following types of more sensitive personal information:
Equal opportunities monitoring information (defined as special categories data) -this information is purely for statistical analysis and monitoring purposes and is not visible as part of the application sifting or candidate assessment process.
Information about your health, including any medical condition, health or sickness records and/or need for reasonable adjustments.
Disability information, to support our guaranteed interview scheme.
Who do we collect information from?
We collect personal information about candidates from the following sources:
You, the candidate.
Recruitment agencies who are putting you forward for a vacancy from which we collect the following categories of data:
Name, address, email, telephone number
The information contained in any covering letter and CV (if applicable)
Answers to application questions
Disclosure and Barring Service (via an intermediary service).
Your named referees, from whom we collect the following categories of data:
Employment dates
Job title
Reason for leaving
Assessment of conduct and performance
Why do we collect this information and who do we share it with?
Details you provide in this application:
Will be held on our computer systems and may be downloaded by us
Will be used to deal with your application and assess your suitability for the role you have applied for.
Will be used to carry out background and reference checks, where applicable
Will be made available to us and our processors
Will be used for communication with you regarding the vacancy
Will be used to satisfy legal requirements
Will be used for statistical analysis
Will be used to keep records related to our hiring process
Will be held and may be used to contact you about other vacancies
We will store your application data for 12 months after we have communicated the outcome of your application. After this period, it will be automatically deleted
It is in our legitimate interests to use the information collected to decide whether to appoint you to a role since it would be beneficial to our business to appoint someone to the role advertised. We also need to process your personal information to decide whether to enter into a contract with you.
We will only share your personal information with the third parties identified in this notice for the purposes of processing your application. All our third-party service providers 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.
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 the process.
We will use information about your race, national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.
Automated decision making
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
How will my personal information be kept secure?
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. Details of these measures may be obtained from our Information Governance & Compliance Officer.
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.
How long will you use my information for?
We will retain your personal information for a period of 12 months after we have communicated to you our decision about whether to appoint you to the role you applied to. 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.
How can I access the information you hold about me? Your rights.
We are dedicated to providing reasonable access to candidates who wish to review the personal information retained when they apply via our platform and correct any inaccuracies it may contain. You may access your data, correct and update your details, or withdraw your details at any time. To do this, you can contact us at People.Team@ravenht.org.uk requesting a copy of your data. In all cases we will treat requests to access information or change information in accordance with applicable legal requirements.
You have the following rights in relation to the way in which we deal with your personal data.
The right of erasure or to be forgotten
The right to rectification if information is inaccurate or out of date
The right of data portability (to obtain and reuse your personal data)
The right to object to the controller and processors handling of your personal data
The right to withdraw your consent with regards to the handling of your personal data
You have the right to ask for a copy of the information we hold about you (Subject Access Request - S.A.R)
You have the right to lodge a complaint with a supervisory authority - the ICO
Where you exercise your right to object or withdraw your consent, we may process your personal data without your knowledge or consent where we are permitted or required by law or regulatory requirements to do so. In such a case, we will not process more personal data than is required under the circumstances.
If you are not satisfied by our actions, you can seek recourse through our internal complaints procedure. If you remain dissatisfied, you have the right to refer the matter to the Information Commissioner (www.ico.org.uk) or seek recourse through the courts.