Who we are and what we do

We are Ealing Council HR Recruitment team. We need certain information to assess your application to work for us and to fulfil our legal obligations as an employer. We are known as the ‘controller’ of the personal data you provide to us. We only collect and process information about you that is relevant to the recruitment and selection campaign. We may update this privacy notice at any time.

In some circumstances, we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.

Our contact details

Address: Ealing Council, Perceval House, 14 -16 Uxbridge Road, London, W5 2HL

E-mail: recruitment@ealing.gov.uk

Purpose of processing personal data

Why do we need your information and how do we use it?

When you apply for a job with us we ask for personal information for recruitment and selection purposes, to allow us to carry out pre-employment checks. We are required to process your information as an employer under the following legislation:

Employment Rights Act 1996
Employment Act 2008
The Rehabilitation of Offenders Act 1974; Exceptions Order (1975)
Equality Act 2010
Enterprise and Regulatory Reform Act 2013
Trade Union Act 2016
Asylum, Immigration and Nationality Act, 2006; Nationality Act (2016)
Access to Medical Reports Act 1988
Safeguarding Vulnerable Groups Act 2006
Part V of the Police Act 1997
National Minimum Wage
Working Time Regulations
Childcare (Disqualifications) Regulations

Data Protection Principles

We will comply with data protection law. This says that the personal information we hold about you will be:

Used lawfully, fairly and in a transparent way
Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
Relevant to the purposes we have told you about and limited only to those purposes
Accurate and up to date and kept securely
Kept only as long as necessary for the purposes we have told you about
Processed in a manner that ensures appropriate security of the personal data

What type of information does HR collect?

If you are applying for a role with us or have been selected as a preferred candidate or employee the following information is collected from you at different stages of the recruitment and selection process to assess your suitability for a role and if successful to progress an employment contract with you:

Your name, date of birth, gender and contact details including; address, email address, phone number and any membership to a professional body.
The terms and conditions of your employment.
Details of your education, qualifications, skills, experience and your employment history; including start and end dates with previous employers and with the council.
Location of your employment.
Details of your bank account and national insurance number.
Information about your remuneration such as your entitlement to pension benefits.
Equal opportunities monitoring information including; information about your age, ethnicity, sexual orientation, marital status, disability status and religion to ensure meaningful monitoring and reporting.

The following information is collected from you to comply with our statutory obligations:

Information about your nationality and entitlement to work in the UK.
Details of your criminal records and if applicable obligations under the Childcare {Disqualification} regulations, we will collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally allowed to do so. We may be notified by you of criminal convictions during the course of your employment with the council.
Details about your pay, tax, national insurance deductions and other third-party deductions such as court orders.
Information about medical or health conditions in consultation with Occupational Health including disability status to enable the council to make reasonable adjustments and meet our obligations under health and safety in the workplace.
Equal opportunities monitoring information including; information about your age, ethnicity, sexual orientation, marital status, disability status and religion to ensure meaningful monitoring and reporting.

The Council has a legitimate interest in processing personal data as part of a recruitment and selection campaign. Processing employee data enables the council to:

Undertake recruitment and promotion processes to attract the most suitably qualified staff.
Ensure effective general recruitment and selection administration.

Generally, the information we hold will have been provided by you (on application or other forms or when we communicate with you (e.g. right to work documents, pension benefit forms). We may also hold information provided by third parties where this is relevant i.e. funding organisations such as Local Government Association (LGA), The Department for Work and Pensions (DWP), His Majesty Revenue and Customs (HMRC), Disclosure and Barring Service (DBS), Occupational Health (OH), Training providers and references supplied by former employers.

Lawful basis for processing personal data

Consent: the individual has given clear consent for you to process their personal data for a specific purpose.
Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.
Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations).

Automated Decision Making

Employment decisions about you will not be based on automated decision making, however, we will notify you in writing if this position changes.

Who your information may be shared with internally and externally

We may share information you have provided, and obtain information about you from other Ealing Council departments such as housing where held and only as appropriate.

Data will be stored in a range of different places, including your recruitment file, with your service, HR systems and other IT systems such as email and the HR shared drive.

We may share your information with third parties such as employers to obtain pre-employment references, training providers and funding agencies including The Department for Work and Pensions (DWP), The Greater London Authority (GLA), Jobs go Public, occupational health (OH), Disclosure and Barring Service (DBS) and His Majesty’s Revenue and Customs (HMRC). Where you are auto-enrolled into the Local Government Pension Scheme, your details will also be held by Local Pensions Partnership Administration. Local Pensions Partnership Administration are our Pensions administrators. We may share your information with the Local Government Ombudsman in the event of complaints.

We will not disclose any information to any other company outside of The London Borough of Ealing except to prevent fraud, or if required to do so by law.

The Council will not transfer your data outside the European Economic Area (EEA).

How long we keep your information (retention period)

If you are applying for a role and are unsuccessful, we will keep any rejected job application for 12 months from the date when it was rejected, at which point it will be purged (i.e. anonymised and/ or deleted). Your candidate profile will be purged upon 12 months from the date when your most recent application was rejected, unless your profile is linked with an active vacancy or application. This is to help provide a better candidate experience if you apply for Council jobs in future or join our talent pool. If you wish for your data to be purged earlier, please email the Council’s Recruitment Team at recruitment@ealing.gov.uk. We will keep your data for at least 6 months on the basis of legitimate interest. If you are or become an employee, we will keep your data after the end of your employment for a minimum of 7 years or 25 years if you work within Children services after the end of your employment after which time it will be securely destroyed.

What if you do not provide your personal data?

Certain information, such as contact details, qualifications and employment history has to be provided to allow the council to assess your suitability for a role and to enter a contract of employment with you.

You will need to provide the council with data in order to exercise your statutory rights such as your right to work in the UK. Failure to provide this necessary personal data may mean that you are unable to exercise your statutory rights.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have 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.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at dataprotection@ealing.gov.uk if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at dataprotection@ealing.gov.uk.

You can also complain to 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

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