1.2 This privacy notice makes it clear how we process and protect your personal data.
1.3 This relates specifically to information that you submit to our online recruitment software or directly to our recruitment team. It is intended solely for the use of job applicants both internal and external candidates, but you should note if you are an existing member of YMCA DownsLink (YMCA DLG) staff some aspects the way we handle your data is covered by our Employee Privacy Notice.
1.4 By using this site you are agreeing to your data being stored and processed according to the policy detailed below. We comply with the Data Protection Act 2018 and as such your data is securely stored and only accessed by relevant and authorised personnel.
1.5 The purpose of the data collection and the type of data requested is decided by the Data Controller. In this instance the Data Controller is YMCA DownsLink Group.
2.1 The Data Controller uses a Data Processor in order to collect, store and securely transfer your data. In this instance your Data Processor is Talos 360
2.2 The technology that Talos 360 use has been designed with your security in mind. The Data Processor’s servers are based in the UK and they deploy both technological and operational security measures along with internal policies specifically implemented to protect your data.
- LEGAL BASIS
3.1 From the Data Protection Act 2018 our legal basis for processing your data will be Legitimate Interest. We will use the information that you supply to us in order to process your job application and to provide you with information.
3.2 The purpose of our data collection is to assess your suitability for the specific job role that you have applied for. We may also use this information to contact you about other similar job opportunities and may also statistically analyse your data.
3.3 We may also need to request and process your data if it is necessary for the performance of a contract or if we have a legal basis for doing so. This may include the data that you need to supply to us in order to satisfy the offer of a term of employment. If you become a member of YMCA DLG staff or are already a member of YMCA we will process your data using ‘contract’ as the legal basis. You will be given an Employee Privacy Notice when you are offered a post which will explain this in more detail.
3.4 If we require your explicit consent to process any data as specified by Data Protection Act 2018 then we will inform you of this consent requirement, and request your explicit “opt-in”, at the point of data entry.
- WHAT DATA DO WE COLLECT?
4.1 The personally identifiable information that we identify, store and process on this site is that which is voluntarily provided to us. This includes (but not limited to):
- Your CV
- Cover letters
- Personal information supplied such as your name, email address & phone number
- Any details you enter into any application form
- Any answers to questions that correspond with your recruitment preferences
- Any supporting information that you provide to expand your candidate profile
- YOUR DATA ACCESS RIGHTS
5.1 When it comes to your personal data you have the right to:
- Rectify inaccurate or outdated information
- Request to move your data (data portability)
- Object to data processing
- Withdraw your data consent at any time
- Be forgotten
- Ask for a copy of your data via a Subject Access Request (SAR)
- Lodge a complaint with the UK’s Information Commissioner’s Office (ICO) or other relevant supervisory authority
5.2 If you think that there are any inaccuracies in your data then let us know and we will amend your records. You can also ask to see the data that we hold about you. You can do this by contacting our Data Protection Officer: (DPO) [email protected]
5.3 If you’d like to remove the data that you have supplied to us then you can do so by contacting our Data Protection Officer (DPO) [email protected]
5.4 If you’re not happy with the manner in which your data has been processed you can raise a complaint. You can get more information about this from our website: Complaints & Compliments - YMCA DownsLink Group (ymcadlg.org) If you are not satisfied with the outcome of our investigation, you have the right to contact the ICO (www.ico.org.uk).
5.5 If you become a member of YMCA DownsLink staff or are already a member of staff you should consult the Employee Privacy notice for information regarding complaints related to our use of your data.
- SHARING DATA
6.1 The data that you submit to this site may be:
- Made available to the Data Controller
- Made available to the Data Processor
- Made available to a school if you have applied for a school counsellor role
- Used to communicate with you about your application
- Used to communicate with you in regards to recruitment
- Used to supply you with relevant (optional) job alerts
- Added to a searchable candidate database
- Analysed for our internal statistics to improve processes
6.2 Sometimes limited information may be processed on our behalf by relevant third parties; this includes Microsoft or Zoom for video interviewing purposes.
6.3 In some cases, we may be compelled or permitted by the law, an official authority or regulatory requirements to process your personal information without your consent or knowledge, even after you have exercised your right to withdrawal, to be forgotten, or objected to processing. If this happens, we will only process the limited personal data that we are required to do so under these specific requirements.
- LENGTH OF DATA STORAGE
7.1 If there is no activity on your candidate account for 6 months, your data will be automatically deleted. You can also request to withdraw your details at anytime and thereafter your data will be fully anonymised and used simply for statistical purposes
7.2 If you become a member of YMCA DownsLink staff or are already a member of staff the length of data storage will be covered by our separate Employee Privacy notice
8 POLICY REVISIONS
8.1 This policy was last reviewed and updated on 22 June 2022