Privacy Policy

Registered name: Southbank Centre Ltd

We are the controller of your personal data. For more information on controllers and their responsibilities please see our guidance on data protection principles, definitions, and key terms.

This privacy notice tells you what to expect us to do with your personal information when you apply to work for Southbank Centre.

Data Protection, Customer Services, Southbank Centre, Belvedere Road, London, SE1 8XX

020 3879 9555 (open Monday to Friday, 10am – 5pm, Weekends, 12 noon – 5pm)
 
 

We may collect or use the following personal information as part of recruitment, administration and management of Candidates:

· Contact details (e.g. name, address, telephone number or personal email address)

· Copies of passports or other photo ID

· Copies of proof of address documents (e.g. bank statements or bills)

· Employment history (e.g. job application, employment references or secondary employment)

· Education history (e.g. qualifications)

· Details of any criminal convictions (e.g. DBS checks)

· Information that you provide when you apply for a role. This includes information provided through an online application, via email, in person at interviews and/or by any other method.

· Diversity monitoring information including your gender, gender assigned at birth, sexual orientation, date of birth, ethnic origin, social mobility 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.

· Information about whether or not you were successful at each stage of our recruitment process.

· If you contact us, we may keep a record of that correspondence.

· Details of your visits to our careers website including, but not limited to, traffic
data, location data and other communication data, the site that referred you to
our careers website and the resources that you access.

· Data contained within CVs, Text based application questions and Conditional based question options.

 

 

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 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 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, listed above, 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 information held about you in the following ways:

· To consider your application in respect of a role for which you have applied. 

· To consider your application in respect of other roles. 

· To communicate with you in respect of the recruitment process. 

· To enhance any information that we receive from you with information obtained from third party data providers. 

· To find appropriate candidates to fill our job openings. 

· To help Pinpoint improve their services.

We may leverage Pinpoint’s technology to help us select appropriate candidates for us to consider based on criteria we have identified. The process of finding suitable candidates is automatic, however, any decision as to who we will engage to fill the job opening will be made by the Recruiting Manager.

 

 

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK for GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

·   Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.

·   Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.

·   Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.

·   Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.

·   Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.

·   Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.

·   Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for collecting or using personal information as part of staff recruitment, administration and management are:

·  Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

·  Legitimate Interest - Our legitimate interests are the recruitment of staff for our organisation.

We collect your information from the following places:

·   Directly from you

·   Referees (external or internal)

Pinpoint provides us with the facility to link the data you provide to us with other publicly available information about you that you have published on the Internet – this may include sources such as LinkedIn and other social media profiles. 

 

Pinpoint’s technology enables us to search various databases, which may include your personal data, to find possible candidates to fill our job openings. Where we find you in this way, we will obtain your personal data from these sources.

We retain all candidate data for a period of up to 12 months from the time of application, with an extension of 6 months upon any activity or communication you make in respect of your application after the initial 12-month period. Your personal information will be deleted on one of the following occurrences:

· Deletion of your personal information by you via the Manage Your Data tool or 

· Receipt of a written request by you to us.

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above. 

In some circumstances, we may share information with the following organisations:

We use the following data processors for the following reasons:

The Infuse Group

This data processor facilitates the following activities for us:
· Processes personal data submitted by Candidates for the purpose of recruitment and statistical reporting.

We take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost, or used or accessed in any unauthorised way. We limit access to your personal data to those who have a genuine business need to view it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

 

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

 

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.

Aggregated, anonymised diversity statistics may be shared internally for the purposes of assessing progress against our diversity goals and complying with our legal obligations.

 

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


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.

The data that we collect from you and process using Pinpoint’s Services will be transferred to and stored at one of several datacentre locations in Amsterdam (Netherlands) and may be synchronised to one of several datacentre locations in London (United Kingdom) for backup and redundancy purposes. By submitting your personal data, you agree to this transfer, storing or processing.

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

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.

29th July 2025