Southbank Centre Candidate Privacy Statement

v2.0 - March 2020

 

Introduction

Southbank Centre is committed to protecting your privacy. As part of any recruitment process, Southbank Centre collects and processes personal data relating to job applicants. We will use the information that we collect about you in accordance with the Data Protection Act 2018 (DPA) and the General Data Protection Regulation (GDPR).  We are committed to being transparent about how we collect and use your data and to meeting our data protection obligations.

Who we are

Southbank Centre is a charity Registered in England and Wales number 298909. Its trustee is Southbank Centre Limited, a company limited by guarantee registered in England and Wales number 2238415.  Our Data Protection Officer is Andrew Gambrell, Finance Director, and the HR team is responsible for ensuring that the organisation meets its data protection obligations to candidates.  If you have any questions about this privacy statement please email hrrecruitmentteam@southbankcentre.co.uk.

 

What information do we process?

The personal information that we process in relation to candidates includes:

  • Your name, address and contact details, including email address and telephone number;
  • Details of your qualifications, skills, experience, training and employment history;
  • Details of your referees including their contact details;
  • Information about your current level of remuneration;
  • Diversity monitoring information including your gender, sexual orientation, date of birth, ethnic origin, nationality and disability, including the nature of your disability;
  • Whether or not you require reasonable adjustments during the recruitment process and the nature of those adjustments;
  • Information about your entitlement to work in the UK;
  • Information about interviews and assessments scheduled with you;
  • Information about your performance in assessments, tests and interviews;
  • Information about our assessment of your suitability for the role; and
  • Information about whether or not you were successful at each stage of our recruitment process.

 

How do we collect your information?

You give us your information when you register on our online recruitment portal and in our online application form when you apply for a vacancy.  We may also request your CV from you.  If you attend an interview or assessment process, we will collect information from your passport or other identity documents, interviews, tests or other forms of assessment.  We may ask you to provide a photograph if you attend an assessment centre.

 

We may also collect personal data about you from third parties, such as references supplied by former employers or education providers, information from criminal records checks where your role requires that, or information from our occupational health provider. We will inform you before seeking information from third parties.

 

Our staff involved in the shortlisting and interview process record information about your responses to assessments, tests and interviews together with their assessments of your performance and their decision in relation to your application.

 

Why do we collect your information?

We aim to be clear when we collect your data and not to do anything you wouldn’t reasonably expect.

 

Southbank Centre’s recruitment process is a precursor to entering into an employment contract with an individual, or offering them a volunteering opportunity.  We may process your data to take steps to assess whether you are suitable for employment or volunteering opportunities, prior to entering into a contract with you.  This is at your request through making an application for employment or volunteering with us.  If you are offered employment by Southbank Centre, we may to process your data in order to enter into an employment contract with you.  If you are offered a volunteering opportunity by Southbank Centre, we may process your data in order to provide a volunteering opportunity to you.

 

In some cases, we may process data to ensure that we comply with our legal obligations.  For example, we are required under the Asylum & Immigration Act (2006) to check a successful applicant's eligibility to work in the UK before employment starts.

 

Southbank Centre has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. For example, processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. We may also from time to time need to process data from job applicants to respond to and defend against legal claims.

 

We process special categories of data, such as information about your ethnic origin, disability or sexual orientation, to monitor diversity statistics at each stage of the recruitment process.  We also collect information about whether or not applicants are disabled, including via our occupational health provider through a post-offer questionnaire, in order to make reasonable adjustments for candidates who have a disability, to carry out our legal obligations under the Equality Act 2010, and to administer the Disability Confident scheme.

 

We use your contact email address to send you notifications of vacancies where you have opted in to receive these.  You can withdraw your consent to receive these notifications at any time via your account on our recruitment portal or by emailing hrrecruitmentteam@southbankcentre.co.uk.

 

For some roles, we are obliged to seek information about criminal convictions and offences.  Where we seek this information, we do so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment.  If you are offered a role which requires a criminal records check we will seek your consent before proceeding with this.

 

How we keep your details safe and secure

Your personal data will be held and processed on Southbank Centre’s systems or systems managed by suppliers on behalf of Southbank Centre.  We maintain an online recruitment portal to hold contact details and a record of your applications for employment.

 

We always seek to hold your data securely.  Access to applicant information is strictly controlled.  The recruitment system can only be accessed by people who need it to do their job.  Certain data, for example sensitive information, is additionally controlled and is only made visible to members of staff who have a reason to work with it.

 

Where information is transferred to hard copy format, for example for interviews or assessment centres, this is kept locked away when not in use.

 

Who has access to data?

Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR team, staff involved in shortlisting applications for interview, staff involved in the assessment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.  Diversity monitoring information is only made visible to members of staff who have a reason to work with it.  Aggregated, anonymised diversity statistics may be shared internally for the purposes of assessing progress against our diversity goals and complying with our legal obligations.

 

Third Parties

We may need to disclose your details:

  • If your application for employment is successful and we make you an offer of employment. We will then share your data with former employers and education providers to obtain references for you; our occupational health provider for the purposes of undertaking a post-offer health questionnaire; and, where relevant, the Disclosure and Barring Service to obtain necessary criminal records checks
  • In order to comply with any legal obligation to do so.  This includes the police and other crime protection and detection agencies or regulatory bodies
  • To our legal advisors
  • For the purposes of regulatory or inspection compliance, for example to UK Visas and Immigration
  • Support staff at the supplier managing our recruitment system may access your data for the purposes of maintaining, upgrading or supporting the system.  Access is controlled by the supplier to only their staff who need access in order to do their jobs.

 

We do not sell personal details to third parties for any purpose.

 

Data held on our recruitment portal will not be transferred outside the European Economic Area.  Where we correspond with you by email, for example to arrange an interview, your contact information may be held on servers managed by our third party email provider. 

 

Where data is held on the organisation’s systems provided by Google G-Suite, your data may be transferred to countries outside the European Economic Area (EEA) for the purposes of data storage. Southbank Centre has reviewed Google’s safeguards around data transfer outside the EEA and is confident that the systems Google provides to Southbank Centre are compliant with EU regulation including the General Data Protection Regulation.  Google has certified that it is compliant with EU Privacy Shield regulations.

 

How long do we keep your information?

If your application is unsuccessful, your data will remain on our system for a period of twelve months.  At this point we will notify you by email that your data is due to be deleted and you will be able to opt for your data to be retained if you wish - for example so that you can continue to receive vacancy notifications from us.  If you do not opt for your data to be retained, after 15 days from the initial notification it will be archived with personal details removed.  After a further 15 days it will be deleted permanently.  We retain anonymised statistical information (for example, numbers of applicants and diversity statistics) about recruitment campaigns indefinitely for reporting and diversity monitoring purposes.

 

If your application for employment or volunteering is successful, personal data gathered during the recruitment process will be transferred to Southbank Centre’s HR database and your hard copy and electronic personnel files, and retained during your employment or volunteering. The periods for which your data will be held will be provided to you in our employee privacy statement or volunteer privacy statement.

 

What if I do not provide personal data?

You are under no statutory or contractual obligation to provide data to Southbank Centre during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.  The exception is diversity monitoring information, which has no bearing on our ability to process your application.

 

Automated decision-making

No part of our recruitment process is based solely on automated decision-making.

 

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require Southbank Centre to rectify incorrect or incomplete data;
  • request that Southbank Centre deletes or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
  • require that certain information is made available for transfer in a readily portable format;
  • object to the processing of your data where Southbank Centre is relying on its legitimate interests as the legal ground for processing.

If you believe that we have not complied with your data protection rights, you can make a complaint to the Information Commissioner (www.ico.org.uk).

 

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy

notice when we make any substantial updates. We may also notify you in other ways from time to time about

the processing of your personal information.

 

Contact Us

Please contact us if you have any questions about our privacy statement or information we hold about you in relation to recruitment.  Email us:  hrrecruitmentteam@southbankcentre.co.uk or write to us at HR Team, Southbank Centre, Belvedere Road, London SE1 8XX.

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