Data Privacy Statement for Job Applicants
Personal data
When you apply for employment at the foodbank, the foodbank will keep some data about you. This includes some “personal data”, which relates to particular named people.
What personal data do we hold?
The foodbank will keep data about you on a secure online server.
This will record the information you provide in your initial enquiry and application form, which includes; name, phone numbers, email address, postal address, employment and education information and personal statements.
This is the only data the foodbank will usually hold about you. We do not get data about you in any other way.
There may also be information about you in emails.
How is your personal data kept safe?
The data is kept in a secure on-line server. This can only be accessed with a login and password.
We require all users of the system to sign a “data protection statement”. This means they know they must keep your data safe, and only use it for the right purposes.
We are as careful as possible to make sure no unauthorised person can log into the server. For example, when a staff member with access leaves the foodbank, we stop their access to the server.
What is your data used for?
Your data will only be used to contact you about your employment application. For example, this could be to advise you interview details, seek clarification or to offer you employment.
If you are successful in employment with the foodbank, you will then be covered by the data privacy statement for staff members which will be made available to you at that time.
Does the foodbank have a right to your data?
Under Data Protection legislation, the foodbank needs to have a “lawful basis” for keeping your data, and for using it. There are several types of “lawful basis”. One of them is called “performance of a contract”.
When you apply for employment, we enter into a “contract” or relationship together. You apply for employment and we respond to this. That is why the lawful basis for holding your data is “performance of a contract”.
Who can see your data?
Your data on the server can only be seen by authorised people who have been given a login and password for the secure area.
We are as careful as possible to make sure no one else has access to your data.
How long will your data be kept?
Your data will be kept for up to 6 months after the closing date for the post applied for.
Who can you speak to if you have questions?
If you have questions about your data, and what we do with it, you should contact Ruth Livingstone, Foodbank Manager, [email protected] 01333439202.
What rights do you have?
You have a number of rights under Data Protection legislation:
- Right to be know what data we hold
You have a right to know what personal data we hold about you.
This Data Privacy Statement describes the data that we will hold. But you can ask if we have any other data about you which is not covered by this Data Privacy Statement. - Right to have a copy of the data we hold
You can ask for a copy of the data we hold about you. This is called a “subject access request”.
If you make a “subject access request”, we will give you a copy of all the data we hold about you.
We will do this within one month. If it helps, we will give you the data in a computer file. - Right to object
You can object if you think we are using your data in the wrong way.
You can also object if you think we don’t have “lawful grounds” for using your data.
We will give you a statement explaining why we use your data and explaining the “lawful grounds”.
If you are still not happy, you can complain to the Information Commissioner’s Office.
If we find we are using your data in the wrong way, we will stop immediately and stop it happening again. - Right to have your data corrected
If you think there is a mistake in your data, please tell us. You have a right to have it corrected.
We may need to check what is the correct data, but will put right any mistakes as soon as possible. - Right to be forgotten
We promise to remove your data after six months. You have a right for this to happen, because we don’t need to keep your data any longer than six months.
Finally, if anything happened to your data that could be a risk to you, we will do our best to tell you.