This privacy notice covers the use of personal data if you apply for a position at Family Action or one of our services either as an employee or volunteer.
Family Action (Charity No. 264713) will be the controller of the data for the processing described in this notice.
Family Action needs to process the personal information of candidates as part of the recruitment process in order to assess the suitability of candidates for the position applied for and to ensure the safety of the children and adults with whom we work.
We take the privacy and security of your information extremely seriously and will only use it in a lawful, fair and transparent manner in order to manage our relationship with you and to ensure a fair and efficient recruitment process.
Most of the information we hold about you will be provided by you in the form of application forms, CV, disclosure forms etc. that you provide as part of your application.
Additional information will be collected throughout the process:
The information held about you will depend on your individual recruitment process but is likely to include:
If we intend to offer a position we may also collect:
We will use the information for these purposes:
If information is not provided by you we may, in some cases, not be able to comply with our obligations. In such circumstances, we will advise you of the implications of your decision.
We will only collect the information required to progress your application at each stage.
Family Action takes appropriate precautions to protect the security and integrity of the personal data we hold. Technical and organisational measures have been put in place to protect the information systems on which your data is stored and we require our suppliers and service providers to protect your personal information by contractual means.
We may disclose information to third party organisations under specific circumstances as listed below. We will only disclose the minimum amount of data necessary to fulfil the purpose of the processing.
| Third Party | Reason |
|---|---|
| WR Group Ltd, trading as Webrecruit | To collect and process applications, as well as to track the applications’ progress. |
| Partner Organisations | If we are operating a service in partnership with other service providers or the position will involve secondment to another provider. |
| The Disclosure & Barring Service (DBS) | If the position applied for involves working with children or vulnerable adults or other regulated activity we may be required to obtain information about any criminal convictions you may have. |
| uCheck – our provider for digital DBS checks | If the position applied for involves working with children or vulnerable adults or other regulated activity we may be required to obtain information about any criminal convictions you may have. |
| Referees | If we intend to offer a position we will take up references from the referees you have provided. |
| Legal Authorities | If legally obliged to do so in response to a court order. |
| Yoti Ltd – our provider for the digital Right to Work check and digital identity verification for DBS checks | If completing a digital Right to Work check and/or digital identity verification for the DBS check. |
In limited and necessary circumstances, your personal information may be transferred outside of the European Economic Area (EEA). Where such transfers occur, we will assure that adequate protection exists either through appropriate contractual arrangements or as required by law.
Your personal information will be kept on file during the recruitment process and for up to six months after the recruitment process is completed.
If your application is successful, the data collected will form part of your ongoing employment / volunteer records and will be retained until six years after you cease to work with us.
Under the General Data Protection Regulation (GDPR) you have a number of rights with relation to your personal data.
You have the right to be informed about the ways in which your data will be collected and used. This notice has been prepared to provide such information.
In this policy we do not rely on the provision of consent for the processing of your data. However, If you have provided consent for the process of your data you have the right (in certain circumstances) to withdraw that consent at any time.
To do so, you should contact the manager in charge of your recruitment in the first instance or the Data Protection Officer whose details are recorded below.
You should be aware that your withdrawal of consent to processing may mean that we can not consider your application further.
You have the right to request access to the personal information held about you. To request access, you should send a Subject Access Request in writing (stating what information you would like access to) to the Data Protection Officer whose details are below.
It is important that the information we hold about you is accurate and up to date. If you believe that your information is inaccurate you should notify your line manager in the first instance.
In certain circumstances, you have the right to request that we erase information about you from our files and systems. This will only be possible if there is no other legal basis under which we are obliged to keep the information.
You may have the right to request that Family Action restrict the processing of your data if you believe the data to be inaccurate, no longer required or processed unlawfully.
You have the right to complain to the data protection authorities if you believe that your data is being processed improperly or illegally.
Family Action reserves the right to make changes to this policy from time to time. Where changes are made, the details will be posted on the Family Action intranet.
If you have any questions in relation to any of the above, please contact the Data Protection Officer by email at dataprotection@family-action.org.uk or contact the legal team.
Family Action’s data protection team may be contacted at:
Family Action
34 Wharf Road
London, N1 7GR
Tel: 020 7254 6251
Or by email at DataProtection@family-action.org.uk
