KWMC

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Recruitment Privacy Policy

Purpose of this policy

We are committed to protecting your personal information and being transparent about what information we hold about you.

Knowle West Media Centre (KWMC) employ people in a number of roles across the organisation and on various projects that we manage.

Using personal information within the recruitment process allows us to manage the recruitment process, assess an applicant’s suitability for the role they are applying for, confirm a candidate’s suitability for employment and decide who to hire.

The purpose of this policy is to give you a clear explanation about how KWMC collects and processes your information within the recruitment process.

We use your information in accordance with all applicable laws concerning the protection of personal information. This policy explains:

– Who we are
– When do we collect information from you?
– What information do we collect about you?
– Not providing information
– Why we collect your personal information and how we use it
– Who do we share your information with?
– Data control
– How do we protect your information?
– Your rights and how to contact us

If you have any queries about this policy, please contact the Data Protection Officer at Knowle West Media Centre, Leinster Avenue, Bristol, BS4 1NL or email: datacontroller@kwmc.org.uk

 

Who we are

At Knowle West Media Centre we support people to make positive changes in their lives and communities, using technology and the arts to come up with creative solutions to problems and explore new ways of doing things.

Knowle West Media Centre consists of:

  • Knowle West Media Centre – a company limited by guarantee registered in England & Wales with no. 4358350 and a registered charity with no. 1092375. VAT no. 135602044.
  • Knowle West Media Centre incorporates Leinster House Partnership (LHP) the trading arm of the charity. LHP is a company registered in England & Wales with no. 04866786. VAT no. 135602044

The registered offices of both companies is Knowle West Media Centre, Leinster Avenue, Bristol. BS4 1NL which is our main trading address.

 

When do we collect information from you?

We collect your information when you apply for a job at KWMC by either filling out an online, electronic or paper application form

 

What information do we collect about you?

The personal data we collect about you varies depending on the role you are applying for.

We may collect:

  • Title
  • First name and surname
  • Email address
  • Address
  • Postcode
  • Contact phone numbers

 

Employment History

  • Employer name
  • Position
  • Current / leaving salary
  • Date started
  • Leaving date
  • Reasons for leaving
  • Nature of duties

 

Education and Qualifications

  • Details of education history
  • Details of any qualifications
  • Training
  • Statement in support of application

 

References

  • Referee name
  • Referee address
  • Referee phone
  • Referee job title
  • Referee company
  • Referee email

 

We may also collect information about any access requirements shortlisted applicants may have to ensure their access needs are met during the interview process. This information in no way is a factor in decision making.

 

Not providing information

You are under no statutory or contractual obligation to provide data to KWMC during the recruitment process. However, if you do not provide the information, KWMC may not be able to process your application properly or at all.

 

Why we collect your personal information and how we use it

KWMC needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you.

In some cases, KWMC needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.

KWMC has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows KWMC to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide who to hire. KWMC may also need to process data from job applicants to respond to and defend against legal claims.

KWMC may also collect information about any access requirements shortlisted applicants may have to ensure their access needs are met during the interview process.

For some roles, KWMC is obliged to seek information about criminal convictions and offences. Where KWMC seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.

Within the recruitment process we also collect information about ethnic origin, age, sexual orientation, religion or belief via an anonymous form. This information is collected to monitor recruitment statistics and is completely anonymised.

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

Recruitment processes are not based solely on automated decision-making.

 

Who do we share your information with?

Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR Department, the Department or employed staff relating to the purpose of the potential employment, interviewers involved in the recruitment process, and IT staff if access to the data is necessary for the performance of their roles. We limit internal access to your personal data to only those who require it, follow strict data security processes and provide all our staff with Data Protection and Information Security training.

KWMC will not share your data with third parties, except:

– If your application for employment is successful and it makes you an offer of employment. KWMC will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.

 

Data control

KWMC is the data controller for all data we collect and store.

We collect personal information through a number of different ways when you choose to apply for a role at KWMC, all of which are subject to strict data security processes to ensure your personal information is kept safe at all times.

 

How do we protect your information?

KWMC is committed to ensuring your personal information is secure at all times. We store and process your personal data securely using suitable physical, electronic and operational procedures to safeguard and secure all personal information. We will ensure that any third parties we use for processing your personal data do the same. We limit internal access to your personal data to only those who require it, and provide all our staff with Data Protection and Information Security training. We ensure that high standards of security and protection are met by abiding by our Data Protection Policies and Procedures.

Countries outside the EEA have weaker data protection laws than that of the EEA and as such we only use organisations who are a part of the EU privacy shield initiative to handle your personal information, therefore ensuring your data rights are maintained. More details on this certification can be found at www.privacyshield.gov/welcome.

We will only retain information for as long as necessary. Records are maintained in line with our retention schedule which determines the length of time records should be kept. We are bound by law to retain certain personnel records, and these circumstances override our other retention periods.

– If your application for employment is unsuccessful, we will hold your data on file for six months after the end of the relevant recruitment process, this is to be able to respond to any queries relating to unsuccessful applications. This is in addition to the time needed to contact unsuccessful applicants following interviews. At the end of that period (or if 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. You have the right to request we remove the information we store about you. Please contact us, and we will be happy to arrange this for you if you want us to.

 

Your rights and how to contact us

You should find it easy to access and amend the personal information that we hold on you, or request that we stop contacting you. It’s your data and we want to make sure you feel in control of it.

You have a number of rights in relation to your personal data. These include the right to:

  • find out how we process your personal data;
  • request that your personal data is corrected if you believe it is incorrect or inaccurate;
  • obtain restriction on our, or object to, processing of your personal data;
  • ask us not to process your personal data for our own marketing purposes;
  • withdraw your consent to our processing of your personal data; and
  • At any time you have the right to ask KWMC to amend or stop how it uses your personal information including for marketing purposes.

 

You can contact us by phoning, emailing, or writing using our contact details below.

You have the right to request details of what information we hold about you. We will take steps to verify your identity before responding to your request and will then respond as soon as possible but no later than within a month. Please send a description of the information you would like to see, together with proof of your identity to datacontroller@kwmc.org.uk

You have the right to get information held about you by us corrected. If you have any concerns about the accuracy of your personal data, please let us know using the contact details below.

At the end of your relationship with us you can ask us to delete your personal data and we will do so as far as we are reasonably able and subject to our legal requirements to retain such data. You can also request that we provide you with written confirmation of the deletion of your personal data, which we will provide if we have deleted that data and can provide evidence of this.

You have the right to lodge a complaint with the supervisory authority, The Information Commissioner’s Office – www.ico.org.uk

If you would like to exercise any of your rights outlined in this policy or have any concerns or questions about the way in which KWMC handles your personal data, please contact us:

Knowle West Media Centre
Leinster Avenue
Bristol BS4 1NL
United Kingdom
Email: datacontroller@kwmc.org.uk
Telephone: 0117 903 0444

Contact Us

Knowle West Media Centre
Leinster Avenue
Knowle West
Bristol
BS4 1NL
+44 (0) 117 903 0444
enquiries@kwmc.org.uk

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