Privacy – 15.5. When you apply for an employment or voluntary position

Purpose of processing

When you apply for a position at Leeds Cares, we collect personal data in order to consider your suitability and to communicate with you.

Should you be successful in your application, we will provide you with further information of what data we collect, hold and process for the purposes of your employment/volunteer contract with us.

What information we need

We will collect the following information

  • Name
  • Address
  • Telephone number/s
  • Email address
  • Date of birth and gender
  • Details of education and qualifications, and previous employment
  • Details of referees
  • Confirmation of eligibility to work in the UK (evidence may be requested)
  • Details of criminal convictions (classed as Special Category data)
  • Ethnicity, religion and beliefs, sexual orientation, disability (classed as Special Category data)
  • Allergies, health issues or support we need to be aware of (classed as Special Category data)

We will collect further personal information during the interview process and record this as free-text notes collected by the panel.

Legal basis and why we need the information

General contact information for you and your referees

Leeds Cares will need to contact you regarding your application and any interview or offer of employment. We will also need to contact referees as part of the process if we are considering an offer of employment. Our legal basis for processing this data is your legitimate interests (in that you wish to become an employee or volunteer with Leeds Cares).

Please note that it is your responsibility to advise the referee that you are passing their details to us, and that the information will only be used for the purpose it was provided.

Education, qualifications, employment history

This information is collected in order for us to consider you for the role.  We process this on the basis of your legitimate interests (in that you are applying to become an employee or volunteer with Leeds Cares) and in our legitimate interests (ensuring that you are suitable for the role).

Special Category data

With your consent, we will record details of any disability and health issues relevant at the time of your application, as well as allergies and any support you require (if you are called for an interview) to ensure we make reasonable adjustments to accommodate you during your interview and at any subsequent meetings. This is based upon our legitimate interests (in ensuring we have made reasonable adjustments to allow you to attend the interview).

Ethnicity, religion and beliefs, sexual orientation and disability information is collected to enable us to monitor equal opportunities at Leeds Cares; age and gender are also collected for this purpose. This data is processed on the basis of legitimate interests but is retained anonymously.

Details of criminal convictions are required as Leeds Cares’ registered office, as well as some of its services and volunteering opportunities, are located within LTHT, and we have a responsibility to safeguard vulnerable people.  We also have a duty to comply with NHS Employment Check Standards.

Eligibility to work in the UK

Leeds Cares is legally required to gather information in order to confirm your eligibility to work in the UK. If you fail to provide this information, we will be unable to process your application.

What we do with the data

Your personal information will be kept secure within Leeds Cares using appropriate technical controls to protect your details.  We will not sell, trade or lease your personal information to others.

We will retain the data on restricted access IT systems.  We share your details with our third-party IT providers, who assist us in providing our systems and databases. Our website provider is Banana Kick Ltd and Blue Logic (part of BCN Group Ltd) is our IT support provider.

The data that we collect from you will be stored inside the UK or the European Economic Area (EEA). We will not transfer your personal data outside the EEA or the UK without informing you beforehand and seeking your permission.

If you have applied for a position using a third-party recruitment agency or via an NHS Jobs platform, you should check their privacy notice to understand how they process your data.

For other third parties we use (including those not required for this ‘Processing Purpose’), please see Section 6 of the main policy – Sharing of Your Information.