HorseWorld Trust

Recruitment and selection: GDPR privacy notice

Privacy notice

This notice explains how HorseWorld Trust (referred to in this notice as we, us or our) collects and uses information during the recruitment and selection process.This notice covers the following:

What is personal information?

How do we collect personal information?

What information do we collect?

How do we use your information?

What is the legal basis that permits us to use your information?

What happens if you do not provide information that we request?

How do we share your information?

How do we keep your information secure?

When do we transfer your information overseas?

For how long do we keep your information?

Your rights in relation to your information

Complaints

The Table at the end of this notice provides an overview of the data that we collect, the purposes for which we use that data, the legal basis which permits us to use your information and the rights that you have in relation to your information.

We may update this notice from time to time.

Contact details

Our contact details are as follows:

Address: HorseWorld Trust, Delmar Hall, Keynes Farm, Staunton Lane, Whitchurch, Bristol, BS14 0QL
Telephone: 01275 832425

We have appointed a Data Management Officer who has responsibility for advising us on our data protection obligations. You can contact the Data Management Officer using the following details:

Name: Sheryle Cuff

Telephone: 01275 893036

Email: Sheryle.Cuff@horseworld.org.uk


What is personal information?

Personal information is any information that tells us something about you. This could include information such as your name, contact details, date of birth, and references.

How do we collect personal information?

We collect personal information about you from various sources including:

  • from you when you contact us directly through the application and recruitment process;
  • from other people when we check references or carry out background checks – if we do this we will inform you during the recruitment process of the exact checks that are carried out.

What information do we collect?

We collect the following categories of information about you:

  • Personal contact details such as name, title, address, telephone number and personal email addresses
  • Driving licence information
  • National insurance number
  • Education history
  • Employment/engagement records (including job titles, work history, work locations, working hours, training records, qualifications and professional memberships)
  • Compensation history
  • Interests, sports, hobbies and other pastimes
  • Equal opportunities monitoring information such as gender, age, race, ethnicity, religion, health and sexual orientation
  • Recruitment information (including copies of right to work documentation, references and other information in your application, CV or cover letter or otherwise provided as part of the application process)
  • Information about criminal convictions and offences committed by you

How do we use your information?

We use your information for the following purposes:

  • To make decisions about your recruitment and appointment
  • To check you are legally entitled to work in the UK
  • To assess your qualifications for a particular job or task
  • To conduct data analytics studies to review and better understand job application rates
  • To carry out equal opportunities monitoring

What is the legal basis that permits us to use your information?

Under data protection legislation we are only permitted to use your personal information if we have a legal basis for doing so as set out in the data protection legislation. We rely on the following legal bases to use your information for employment/engagement related purposes:

  • Where we need information to enter into a contract with you
  • Where we need to comply with a legal obligation
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests

The Table at the end of this notice provides more detail about the information that we use, the legal basis that we rely on in each case and your rights.

Some information is classified as "special" data under data protection legislation. This includes information relating to health, racial or ethnic origin, religious beliefs or political opinions, sexual orientation and trade union membership. This information is more sensitive and we need to have further justifications for collecting, storing and using this type of personal information. There are also additional restrictions on the circumstances in which we are permitted to collect and use criminal conviction data. We may process special categories of personal information and criminal conviction information in limited circumstances with your explicit consent, in which case we will explain the purpose for which the information will be used at the point where we ask for your consent.

What happens if you do not provide information that we request?

We need some of your personal information in order to conduct the recruitment and selection process. If you do not provide such information, we may not be able to continue with the recruitment process or offer you employment/engagement. We explain when this is the case at the point where we collect information from you.

How do we share your information?

We share your personal information in the following ways:

  • Where we use third party services providers who process personal information on our behalf in order to provide services to us. This includes recruitment agents and IT systems providers.
  • We will share your personal information with third parties where we are required to do so by law or to comply with our regulatory obligations.
  • In the context of a business reorganisation or group restructuring exercise.
  • If we sell any part of our business and/or integrate it with another organisation your details may be disclosed to our advisers and to prospective purchasers or joint venture partners and their advisers.

Where we share your personal information with third parties we ensure that we have appropriate measures in place to safeguard your personal information and to ensure that it is solely used for legitimate purposes in line with this privacy notice.

How do we keep your information secure?

Data is stored in locked cabinets and IT data is hosted within Microsoft Office 365 (Exchange, OneDrive, SharePoint), and Dynamics 365, this is managed and hosted within the Microsoft Cloud space.The security measures in place to secure such data include firewalls, virus-checking, anti-spyware tools, security updates, password protection, regular back-ups.Old computers are removed by a third party who follow strict WEEE and data destruction policies.

We will ensure access to personal data is restricted to employees on a need to know basis.

When do we transfer your information overseas?

When personal data is transferred to countries outside of the UK and the European Economic Area those countries may not offer an equivalent level of protection for personal data to the laws in the UK.

We share your personal data with third party partners as part of our IT data hosting arrangements. In exceptional circumstances, these third parties may transfer your data to their data centres outside the EEA. We have agreements in place with these providers in relation to data security and have received assurances that any such data is protected in accordance with the requirements of the GDPR.

For how long do we keep your information?

As a general rule we keep personal information about candidates for the duration of the recruitment and selection process and for 2 years after the candidates have been notified of the outcome if they have been unsuccessful or 7 years after the employment / engagement ends for successful candidates.However, where we have statutory obligations to keep personal information for a longer period or where we may need your information for a longer period in case of a legal claim, then the retention period may be longer.

Your rights in relation to your information

You have a number of rights in relation to your personal information, these include the right to:

  • be informed about how we use your personal information;
  • obtain access to your personal information that we hold;
  • request that your personal information is corrected if you believe it is incorrect, incomplete or inaccurate;
  • request that we erase your personal information in the following circumstances:
    • if we are continuing to process personal data beyond the period when it is necessary to do so for the purpose for which it was originally collected;
    • if we are relying on consent as the legal basis for processing and you withdraw consent;
    • if we are relying on legitimate interest as the legal basis for processing and you object to this processing and there is no overriding compelling ground which enables us to continue with the processing;
    • if the personal data has been processed unlawfully (i.e. in breach of the requirements of the data protection legislation);
    • if it is necessary to delete the personal data to comply with a legal obligation.
  • ask us to restrict our data processing activities where you consider that:
    • personal information is inaccurate;
    • our processing of your personal information is unlawful;
    • where we no longer need the personal information but you require us to keep it to enable you to establish, exercise or defend a legal claim;
    • where you have raised an objection to our use of your personal information;
  • request a copy of certain personal information that you have provided to us in a commonly used electronic format. This right relates to personal information that you have provided to us that we need in order to take steps to enter into a contract with you and personal information where we are relying on consent to process your personal information;
  • object to our processing of your personal information where we are relying on legitimate interests or exercise of a public interest task to make the processing lawful. If you raise an objection we will carry out an assessment to determine whether we have an overriding legitimate ground which entitles us to continue to process your personal information;
  • not be subject to automated decisions which produce legal effects or which could have a similarly significant effect on you.

If you would like to exercise any of your rights or find out more, please contact Human Resources. The Table at the end of this notice provides more detail about the information that we use, the legal basis that we rely on in each case and your rights.

Complaints

If you have any complaints about the way we use your personal information please contact the Data Management Officer who will try to resolve the issue. If we cannot resolve your complaint, you have the right to complain to the data protection authority in your country (the Information Commissioner in the UK).