Privacy notice for recruitment

Our general privacy information is available at

This privacy notice relates to the personal information we have collected from your application for employment with South Gloucestershire Council and we will process it for the purposes of recruitment, contract of employment, payments via HR payroll and pensions.

Where appropriate we need the following personal data from you.

During the recruitment process we will need your:
• name and contact details
• business activities
• date of birth
• employment and education details
• National Insurance number
• status of veteran
• licences or permits held
• membership of relevant professional bodies
• relevant information relating to the Rehabilitation of Offenders Act 1974
• racial or ethnic origin
• physical or mental health details
• religious or other beliefs of a similar nature
• sexual orientation
• gender identity

During the onboarding process we will need your:
• financial details
• emergency contact details

Additionally, we request you to provide more sensitive data like impairments, medical conditions and criminal records. The processing of this data is necessary for the purposes of carrying out the obligations of the controller in the field of employment and for the assessment of the working capacity of employees.

In order for us to carry out our contractual obligations we require this information. You will not be able to commence or continue employment with us if you fail to do so.

We will use your information according to the UK Data Protection laws by establishing the lawful basis of processing, as necessary under contract and legal obligation.

Your information is not transferred and stored in countries outside the UK or the European Economic Area (EEA) for the provision of this service.

How we will use your information

We will use your information to provide the above service you have requested whilst complying with the established lawful conditions.

To apply for a job you need to register and set up an account. This can be carried out by using information from your social media account (Facebook, LinkedIn or a Google account) or completing a manual registration. Your application data is retained for possible future use by yourself for 2 years. You will also have options to be included in our ‘talent pool’ and receive job alerts which are matched to your preferences of job title, location, function and contract type. A month before the 2 years of having your account is reached, you will receive notification to review your details, and decide if you want extend your account for a further 2 years.

During the application process we ask you to declare if you are a care leaver, veteran or have a disability which enables us to:
• guarantee an interview if the minimum criteria is met
• understand your needs to ensure we make reasonable adjustments throughout the recruitment process if required

No automated decision-making processing will take place based on your data. We may also use your information for:
• planning and improving the service
• preventing or detecting fraud or crime
• research – using only anonymised data, unless we specifically ask for your consent
• providing additional employment benefits to you, but we will seek your consent for these services

Who we can share your information with

As part of our recruitment process we will share your information with the following:
• relevant South Gloucestershire Council sections
• Cordell Health

We may also share your information with others outside of the council, for example regulators and other public organisations for the detection and prevention of crime.

How long we will keep your information

We will keep your information for as long as you have a relationship with us. Unsuccessful applications will be held on your account whilst it is active. Accounts expire after 2 years if not reviewed and extended. If your account expires your data will be anonymised.

When employees leave the council we retain their data for a further 7 years . For employees providing safeguarding duties data will be kept at least until normal retirement age, or for 10 years, whichever is the longest.

We may retain anonymised information about the service we provided to help us make improvements.

Your rights

You have a number of rights relating to your information, for example
• to see what we hold
• to ask us to share it with another party
• ask us to update incorrect or incomplete details
• to object to, or restrict processing of it or to make a complaint about how we are handling it

If you have given us your permission to use your information you also have the right to withdraw that permission at any time in the future.

If you have any worries or questions about how your personal information is handled, please contact our Data Protection Officer at:
Postal address: Data Protection Officer, PO Box 1953, The Council Offices, Badminton Road, Bristol BS37 0DB

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner’s Office (ICO) via their contact page or call them on 0303 123 1113.