Fundraising & Philanthropy Assistant

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Hampshire & Isle of Wight Wildlife Trust Job Applicant Privacy Statement 

Data controller: Hampshire and Isle of Wight Wildlife Trust, Beechcroft House, Vicarage Lane, Curdridge, Hampshire, SO32 2DP 

Data protection officer: Natasha Thorneloe on Tel; 01489 774400 or by email at; Natasha.Thorneloe@hiwwt.org.uk 

As defined by the General Data Protection Regulation (GDPR) Hampshire Wildlife Trust 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

As part of any recruitment process, Hampshire and Isle of Wight Wildlife Trust (“the Trust”, “we”, “us”) collects and processes personal data relating to job applicants. The Trust is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations. 

Legal basis of processing 

The legal basis for processing your personal data is: 

• contractual: it is necessary to take steps at your request prior to entering into a contract for employment. This relates to information that we collect as part of the application and selection process.

• consent: Where the Trust processes special categories of data, such as information about ethnic origin, sexual orientation, health, religion or belief, age, gender or marital status, this is done for the purposes of equal opportunities monitoring with the explicit consent of job applicants.  If we rely on your consent to process your personal information for the purposes of recruitment, you have the right to withdraw your consent for processing for that purpose at any time by contacting by contacting recruitment@hiwwt.org.uk  

• legitimate interests: We have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process, and for statistical analysis. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims. Where our processing of your information is based solely on our legitimate interests (or those of a third party), you have the right to object to that processing if you give us specific reasons why you are objecting, which are based on your particular situation.  

• Legal obligation: In some cases, the Trust 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. 

Where the Trust relies on legitimate interests as a reason for processing data, it has considered whether those interests are overridden by the rights and freedoms of job applicants, employees or workers and has concluded that they are not. 

What information does the Trust collect? 

The Trust collects a range of information about you. This includes, but is not limited to: 

• Your name, address and contact details, including email address and telephone number;

• CV (if applicable) 

• Details of your qualifications, skills, experience and employment history; 

• Whether you have a disability for which the Trust needs to make reasonable adjustments during the recruitment process (defined as special category data); 

• Health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment. 

• Information about your entitlement to work in the UK; and 

• Equal opportunities monitoring information, including information about your gender, ethnic origin, sexual orientation, health, and religion or belief (defined as special categories data).  

• Information about criminal convictions and offences (as relevant to the role). Where the Trust seeks this information, it does so because it is necessary for it to comply with a regulatory requirement to establish whether an individual has committed an unlawful act or been involved in dishonesty or other improper conduct. 

The Trust will also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers, and information from criminal records checks. The Trust will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so. 

How does the Trust collect the data? 

The Trust collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests where applicable. 

Where is the data stored and for how long? 

Data will be stored in a range of different places, including on your application record, in HR management systems, the recruitment platform, and on other IT systems (including email). 

If your application is unsuccessful, we will store your application data for 12 months after the vacancy has closed and may be used to contact you about other vacancies. At the end of that period, or once 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. 

Who has access to data? 

Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles. 

The Trust will not share your data with third parties unless your application for employment is successful and it makes you an offer of employment. The Trust 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. 

The Trust will not transfer your data outside the UK. 

How does the Trust protect data? 

The Trust takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused, or disclosed, and is not accessed except by our employees in the proper performance of their duties.  

How can I access the information you hold about me? Your rights 

We are dedicated to providing reasonable access to visitors who wish to review the personal information retained when they apply via our website site and correct any inaccuracies it may contain. If you choose to register, you may access your profile, correct, and update your details, or withdraw your details at any time. To do this, you can access your personal profile by using the secure login. In all cases we will treat requests to access information or change information in accordance with applicable legal requirements. 

As a data subject, you have several rights. You can: 

• access and obtain a copy of your data on request; 

• require the Trust to change incorrect or incomplete data; 

• require the Trust to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; 

• object to the processing of your data where the Trust is relying on its legitimate interests as the legal ground for processing; and 

• ask the Trust to stop processing data for a period if data is inaccurate or there is a dispute about whether your interests override the Trust's legitimate grounds for processing data. 

• If you would like to exercise any of these rights, please contact Natasha Thorneloe on Tel; 01489 774400 or by email at: recruitment@hiwwt.org.uk  

Within your candidate account, you can also use the Download Data feature to generate an XML file of the current data we hold about you that you have provided and/or have access to within the account. 

Where you exercise your right to object or withdraw your consent, we may process your personal data without your knowledge or consent where we are permitted or required by law or regulatory requirements to do so. In such a case, we will not process more personal data than is required under the circumstances. 

• If you are not satisfied by our actions, you can seek recourse through our internal complaints procedure by contacting: recruitment@hiwwt.org.uk  

If you remain dissatisfied, you have the right to refer the matter to the Information Commissioner (www.ico.org.uk) or seek recourse through the courts. 

If you believe that the Trust has not complied with your data protection rights, you can complain to the Information Commissioner. 

What if you do not provide personal data? 

You are under no statutory or contractual obligation to provide data to the Trust during the recruitment process. However, if you do not provide the information, the Trust may not be able to process your application properly or at all. If your application is successful, it will be a condition of any job offer that you provide evidence of your right to work in the UK, satisfactory references, and, depending on role, a criminal records check. 

You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information. 

Updating of this Policy 

Hampshire & Isle of Wight Wildlife Trust can exercise the right to update this policy as and when required.