Southbank Centre Candidate Privacy Statement
v2.0 - March 2020
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.
What information do we process?
The personal information that we process in relation to candidates includes:
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 firstname.lastname@example.org.
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.
We may need to disclose your details:
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.
No part of our recruitment process is based solely on automated decision-making.
As a data subject, you have a number of rights. You can:
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.
Please contact us if you have any questions about our privacy statement or information we hold about you in relation to recruitment. Email us: email@example.com or write to us at HR Team, Southbank Centre, Belvedere Road, London SE1 8XX.
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