Communication Support Worker

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Introduction

This privacy notice explains how we protect individuals’ information gathered via this website and processed using the Networx Recruitment software. This privacy notice describes how we, Chesterfield College Group (CCG), collect, use and protect your information. In this context we are called ‘Data Controller’, and any applicant is called the ‘Data Subject’.

As part of the application and recruitment process CCG collects, processes and stores personal data about you. Examples of personal data include but are not limited to, name, address, telephone number, email address and employment history. We may also collect, process and store special category data such as disability, ethnicity, gender and religious or philosophical beliefs. All special category data is anonymous and used for statistical purposes only.

About the College

Chesterfield College Group is a General Further Education College registered with the Information Commissioner’s Office (ICO). Registration number Z4716003.

All written correspondence in relation to Data Protection should be addressed to:

The Data Protection Officer

Chesterfield College Group

Infirmary Road

Chesterfield

S41 7NG

The Data Protection Officer, appointed by the Corporation Board to provide independent assurance over the governance and management of data protection, is contactable via dataprotection@chesterfield.ac.uk.

The Chesterfield College Group (CCG) is committed to protecting your privacy and security. This notice explains how and why we use your personal data.

How we collect and process your application data

To manage your application, we need to process personal data about you. Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018), CCG must have a lawful basis for processing your personal data. Additionally, the processing of special category data and criminal offence data is restricted and may only be processed under certain circumstances and if certain conditions are met. We will process your personal data for the purposes of progressing your application as required by law or regulatory requirements, so not all of the purposes for which we process your personal data will apply to you all the time.

CCG’s processing will always be fair and lawful and in accordance with applicable UK data protection legislation. We use application data to achieve the following:

• Recruit new members of our workforce or to offer promotion opportunities to existing staff.

• To provide and administer arrangements for interviews and the health and wellbeing needs of our applicants, including providing any reasonable adjustments.

• In some cases, we need to process personal data to ensure that we are complying with our legal obligations; for example, it is mandatory to check a successful applicant’s eligibility to work in the UK before employment starts; and Disclosure and Barring Service (DBS) checks

• To provide references on request for current and former employees

• We process special categories of data (protected characteristics), such as information to monitor recruitment statistics and to comply with legal obligations in relation to equality and diversity. We may also collect information about whether applicants have a disability. in order, to make reasonable adjustments for candidates who have a disability in accordance with legal obligations in relation to equality

• Provide anonymous equality, diversity and inclusion statistics to the Board.

Who we share your personal data with

CCG will need to share your personal data internally and may be required to share it with some external third parties, for example Disclosure and Barring Service. Personal data will only be shared if it is necessary or required and permitted by law in order to carryout pre-employment screening.

How we protect your personal data:

We have appropriate organisational and technical (security) measures in place to prevent your personal data from being accidentally lost, used, accessed in an unauthorised way, altered, or disclosed. This is done in accordance with CCG’s Information Security Policy.

We may transfer the personal data we collect about you to other countries outside the UK and European Economic Area (“EEA”) in carrying out the specific purposes that the personal data was collected for. In most cases, we will only transfer your personal data to countries outside of the EEA whose data protection laws offer an equivalent or greater level of protection than UK data protection law. In exceptional cases, it may be necessary to transfer data to countries without an equivalent level of protection. In these cases, we will ensure that appropriate safeguards are in place to ensure that your personal data is protected.

How long we store your Networx Application Data

If your application for employment is unsuccessful, CCG will hold your personal data on file for 13 months, in accordance with our Data Retention Policy.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your MHR iTrent account and retained in accordance with our Data Retention Policy.

You may be asked when submitting your CV/application, whether you consent to CCG holding your details in order for you to be considered for other suitable positions within the CCG.

Your duty to inform us of changes

It is your responsibility to keep your personal data up to date so that accurate application records can be maintained. If you need to make any changes to your personal data once you have submitted your application, then you should update your record or contact HR@chesterfield.ac.uk

Your Data Protection Rights

Under data protection law, you have rights including:

• Right of access – this is the right to ask us for copies of your personal information. Your application data is readily available to you through your Networx login. If you want to see the personal data held about you by the Group, you should make a ‘data subject access request’.

• Right to rectification – this is the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete

• Right to erasure –the right to ask us to erase your personal information in certain circumstances. However, where information is processed as part of our legal obligations or under public task this right does not apply. This includes information we are required to hold to maintain your employment, meet our safeguarding obligations, for payroll records and pensions.

• Right to restriction of processing – this is the right to ask us to restrict the processing of your personal information in certain circumstances.

• Right to object to processing – this is the right to object to the processing of your personal information in certain circumstances.

• Right to data portability – this is the right to ask us to transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

• Right to withdraw consent - this means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.

Where we are processing data, on the basis of legal obligation, individuals have no right to erasure, right to data portability or right to object.

You are not required to pay any fee to use any of your data protection rights. The Group will respond to your request within one calendar month from the date we receive your request. Requests can be received in any format however, the easiest way to make a request is to email dataprotection@chesterfield.ac.uk. We are required to verify your identity and therefore ask, where possible, you include a copy of official identification with your request.

How to complain

If you have any concerns about how the Group collects processes your personal information, you can make a complaint to dataprotection@chesterfield.ac.uk

We ask in the first instance you give us the change to put things rights, however, you can also raise any complaint with the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

Privacy Notice Revision This privacy notice will be kept under review and changes will be published through the Networx platform.

As defined by the General Data Protection Regulation (GDPR) Chesterfield College is the Data Controller and ultimately responsible for ensuring the data you provide is kept secure, processed correctly and that you understand your legal rights in relation to the data you provide.

The recruitment software we use via this website is supplied by IRIS Software Group Limited and they are defined as a Data Processor under the GDPR. They will only process your data in accordance with our instructions.

IRIS can be contacted at: 4th Floor Heathrow Approach, 470 London Road, Slough, England, SL3 8QY

For Data Protection enquiries, please contact the Help Desk at support@networxrecruitment.com