Privacy Notice
Job Applicants

At Hollybank, we are committed to protecting and respecting the privacy of people who apply of enquire about job vacancies at Hollybank. This privacy notice explains how and why we collect personal information about you and what we do with this information.

We have appointed Victoria Cotterill to be our data protection officer. If you have any questions please contact her on 01924 490833 or v.cotterill@hollybanktrust.com

What Personal Data do we hold?

Personal data that we hold includes, but is not restricted to:

  • • Your name, address, contact details, e-mail address and telephone number.
  • • Your date of birth (if you apply to work with children)
  • • Details of qualifications, skills, experience and employment history, including start and end dates with previous employers
  • • Whether or not you have a disability for which we need to make reasonable adjustments during the recruitment process
  • • Equal opportunities monitoring information including ethnic origin, sexual orientation and religion or belief.

Why do we use this data?

Hollybank needs to process data to take steps at your request prior to entering into a contract with you.

We also need to process data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant’s eligibility to work in the UK before employment starts.

We have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows Hollybank to manage our recruitment process, assess and confirm candidate’s suitability for employment and decide to whom to offer a job. We also may need to process information from a job applicant to respond to and defend against legal claims

We have considered whether or not our interests are overridden by the rights and freedoms of job applicants and we have concluded that they have not.

We process health information if we need to make reasonable adjustments to our recruitment process for candidates who have a disability. This is so we can carry out our obligations and exercise specific rights in relation to employment.

For most roles, we are required to seek out information about criminal convictions and offences. Where we seek this information, we do it because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment.

We will not use your date for any purpose other than the recruitment exercise for which you have applied.

Where Hollybank processes other types of special categories of personal data, it will be collected with your consent, which can be withdrawn at any time. You are entirely free to decide whether or not to provide such data and there are no consequences for doing so. An example of when we may ask for consent to enable Hollybank to:

  • • monitor equal opportunities information such as ethnic origin, sexual orientation or religion or belief, to allow Hollybank to carry out our legal obligations and exercise specific rights in relation to employment.

If your application is unsuccessful, we may keep your personal data on file in case there are future employment opportunities for which you may be suited.

How do we collect information from you?

There are a number of ways in which we may collect personal data from you, such as:

  • • When you contact the HR team directly via phone or email;
  • • When you apply for vacancies with us, either internally or externally through application form, CVs or resumes;
  • • Through interviews or other forms of assessment (including online tests)
  • • From identity documents such as passport or birth certificate or driving licence
  • • Through letters or meetings with you
  • • When we receive your personal data from third parties (for example DBS screening and recruitment agencies)

How do we store your data?

Your data is stored within our online recruitment software, which is hosted by an external provider (data processor). We have a contract in place that requires them to keep your information secure and not use it for their own purposes. We also take appropriate technical and organisational steps to ensure the security of your personal data, around the use of technology, devices and access to systems.

Your data is not transferred outside of the EU.

Security precautions in place to protect the loss, misuse or alteration of your information

When you give us personal information, we take steps to ensure that it is treated securely. We have internal policies and controls in place to ensure that your data is not lost, accidently destroyed, misused or disclosed, and is not accessed except by anyone who does not need the information in the performance of their roles.

Some items of personal data are transmitted normally over the Internet (such as online through our website), and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Who has access to your information?

Only people and departments who require access to the data for the performance of their roles will be able to see the data.

Third Party Service Providers

We may pass your information to our third party service providers, agents subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes.

Please be reassured that we will not release your information to third parties beyond the Hollybank network for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.

We share your information with third parties in the following ways:

  • • To obtain pre-employment checks for reference details from previous employers
  • • To undertake a criminal record check from the Disclosure and Barring Service.
  • • To enable our IT Service Providers (including website) to provide us with IT services
  • • To enable our HR Service Providers to provide us with HR services.
  • • To enable our Recruitment Service provider to provide us with recruitment services
  • • To undertake any relevant medical assessments through occupational health provision

How long do you keep information?

If your application for employment is unsuccessful, Hollybank will hold your data on file for up to 12 months after the end of the relevant recruitment process. At the end of this period or once you withdraw your consent, your data is deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

How you can access and update your information

The accuracy of your information is important to us. You can access your information using your login details on our Careers Page where you can view your application and access your data.

If you would like to contact us to update your data on your behalf please contact hr@hollybanktrust.com or contact 01924 490833.

Your choices

You have a number of rights when it comes to the personal data that we have. You can:

  • • Access and obtain a copy of your data on request
  • • Require us to change incorrect or incomplete data
  • • Require us to delete or stop processing your data (conditions apply to this)
  • • Object to the processing of your data which we rely on legitimate interests as the legal ground for processing.

If you would like to exercise of any of these rights, please contact us on 01924 490833.

If you believe that we have (not) complied with your data protection rights, you can complain to the Information Commissioner.

Profiling

Employment decisions are not based solely on automated decision making.

Review of this Privacy Notice

We keep this document under regular review. This document was last updated in May 2018