This applies to internal and external job candidates applying for vacancies with Hft.
Data protection law entitles you to a transparent statement (this notice) about all the personal data that is held about you by Hft (or by any organisation).
1. Purpose for processing data
Our purpose for processing your personal data during the recruitment and selection process is:
a) to determine whether or not you have the skills and attributes required to perform satisfactorily in the role for which you have applied and
b) where applicable, to meet the regulatory requirements for employing people within regulated social care services.
This notice covers the personal data which Hft might hold about you when you apply for a vacancy with Hft and during the recruitment and selection process, up until you are offered employment, or not. Your data will be held securely and located within the UK. There are then other, separate privacy notices for people who are then employed.
During the recruitment and selection process Hft is the data controller for the information you provide to us. If you have any queries about the process or how we handle your information please contact us at dataprotection@hft.org.uk.
2. Retention period
Your personal data will be retained for 6 months after the vacancy has been filled if you are not appointed and for 6 years after the end of your employment if you are appointed.
3. Lawful basis vs individual rights
There are a number of different lawful bases (as stipulated by data protection legislation) that govern our processing of your personal data.
These are, for applicants for vacancies within regulated services (residential care homes and supported living/domiciliary care):
Personal Details (name, contact details, etc.) | Legitimate interest |
Proof of right to work and Driving licence details; Other (former) names; Relationship to other members of Hft | Statutory |
Skills, Knowledge & experience; Education, qualifications & training; employment history; reference details; answers to interview questions & individual exercises; observers notes from group exercises and identifying and filling any gaps in your employment and education history. | Statutory (The Health and Social Care Act 2008 (Regulated Activities) Regulations 2014) |
For applicants for other vacancies (non-registered services and Central Support services) these are:
Personal Details (name, contact details, etc.) | Legitimate interest |
Proof of right to work and Driving licence details; Other (former) names; Relationship to other members of Hft | Statutory |
Skills, Knowledge & experience; Education, qualifications & training; employment history; reference details; answers to interview questions & individual exercises; observers notes from group exercises and identifying and filling any gaps in your employment and education history. | Legitimate Interest |
In addition, we will process your special category data and the additional lawful basis for this is:
For all posts - Disability statement | Exemptions within the Data Protection Act 2018 regarding the Equality Act 2010, i.e. monitoring protected characteristics such as gender, race, age, etc., under the Equality Act 2010. |
For posts within regulated services - Criminal record declaration | Exemption within the Data Protection Act 2018 regarding The Health and Social Care Act 2008 (Regulated Activities) Regulations 2014. |
4. Identity & Contact details for data protection officer
Hft’s data Protection Manager can be contacted at dataprotection@hft.org.uk.
5. Recipients of personal data
Your personal data will be seen by:
Managers and administrators in the Recruitment and Resourcing team within our People and Organisational Development portfolio
The recruiting line manager and their administrator.
It may also be seen by:
Internal and external auditors
CQC Inspectors (if you are applying for a post in a regulated service)
Employees of the Access Group (suppliers of the PeopleXD and Access Screening) but only in order to remedy any processing errors that we experience.
6. Affirmation of subject rights, including right to complaint
You have a number of rights in relation to your personal data, these include the right to:
be informed about how we use your personal data;
obtain access to your personal data that we hold;
request that your personal data is corrected if you believe it is incorrect, incomplete or inaccurate;
request that we erase your personal data in the following circumstances:
if we are continuing to process personal data beyond the period when it is necessary to do so for the purpose for which it was originally collected;
if we are relying on legitimate interest as the legal basis for processing and you object to this processing and there is no overriding compelling ground which enables us to continue with the processing;
ask us to restrict our data processing activities where you consider that:
personal data is inaccurate;
our processing of your personal data is unlawful ;
where we no longer need the personal data but you require us to keep it to enable you to establish, exercise or defend a legal claim;
where you have raised an objection to our use of your personal data;
request a copy of certain personal data that you have provided to us in a commonly used electronic format.;
object to our processing of your personal data where we are relying on legitimate interests to make the processing lawful. If you raise an objection we will carry out an assessment to determine whether we have an overriding legitimate ground which entitles us to continue to process your personal data;
not be subject to automated decisions which produce legal effects or which could have a similarly significant effect on you.
If you would like to exercise any of your rights or find out more, please contact dataprotection@hft.org.uk.
If we do not comply with any request to your satisfaction, please let us know. If we still cannot resolve your complaint, you have the right to complain to the data protection authority, that is the Information Commissioner in the UK.
7. Consequences of failing to provide data
If you do not wish to supply the personal data which we have requested, then we will be unable to consider your application for employment.
8. Existence of automated decision making
Hft does not operate any automated decision-making processes.