WISE is aware of its obligations under the General Data Protection Regulation (GDPR) and is committed to processing your data securely and transparently. This privacy notice sets out, in line with GDPR, the types of data that we hold on you as a job applicant. It also sets out how we use that information, how long we keep it for and other relevant information about your data.

Data controller details

WISE is a data controller, meaning that it determines the processes to be used when using your personal data. Our contact details are: WISE Campaign CIC, Carlton House, Grammar School Street, Bradford, BD1 4NS. Telephone: 0345 527 0889.

Data protection principles

In relation to your personal data, we will:

Types of data we process

We hold many types of data about you, including:

How we collect your data

During the recruitment stage we collect data about you in a variety of ways. This includes the information you would normally include in a CV or a recruitment cover letter, or notes made by our recruiting officers during a recruitment interview. Other details may be collected directly from you in the form of official documentation such as your driving licence, passport or other right to work evidence. In some cases, we will collect data about you from third parties, such as employment agencies and former employers when gathering references. Personal data is kept in personnel files on WISE’s HR systems.

Why we process your data

The law on data protection allows us to process your data for certain reasons only:

All the processing carried out by us falls into one of the permitted reasons. Generally, we will rely on the first three reasons set out above to process your data. We need to collect your data to ensure we are complying with legal requirements such as:

We also collect data so that we can carry out activities which are in the legitimate interests of WISE. We have set these out below:

Special categories of data

Special categories of data are data relating to your:

We must process special categories of data in accordance with more stringent guidelines. Most commonly, we will process special categories of data when the following applies:

We will use your special category data:

We do not need your consent if we use special categories of personal data to carry out our legal obligations or exercise specific rights under employment law. However, we may ask for your consent to allow us to process certain particularly sensitive data. If this occurs, you will be made fully aware of the reasons for the processing. As with all cases of seeking consent from you, you will have full control over your decision to give or withhold consent and there will be no consequences where consent is withheld. Consent, once given, may be withdrawn at any time. There will be no consequences where consent is withdrawn.

Criminal conviction data

We will only collect criminal conviction data where it is appropriate given the nature of your role and where the law permits us. This data will usually be collected at the recruitment stage, however, may also be collected during your employment. We use criminal conviction data under our Safeguarding Policy and Procedure to comply with the legal obligations placed upon us by the Safeguarding Vulnerable Groups Act 2006 (England and Wales) and the Protection of Vulnerable Groups (Scotland) Act 2007 (Scotland).

If you do not provide your data to us

One of the reasons for processing your data is to allow us to carry out an effective recruitment process. Whilst you are under no obligation to provide us with your data, we may not be able to process, or continue with your application.

Sharing your data

Your data will be shared with colleagues within WISE where it is necessary for them to undertake their duties regarding recruitment. This includes, for example, HR representatives and those who will be responsible for screening your application and interviewing you. In some cases, we will collect data about you from third parties, such as employment agencies.

Your data will be shared with third parties if you are successful in your job application. In these circumstances, we will share your data to process payroll and make pension contributions.

We do not directly share your data with bodies outside of the European Economic Area. Where a third party shares your data with bodies outside of the European Economic Area we ensure they have the relevant measures in place to process the data in a way required by EU and UK data protection laws.

Protecting your data

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against this including an Information Security Policy and training.

How long we keep your data for

In line with data protection principles, we only keep your data for as long as we need it for and this will depend on whether you are successful in obtaining employment with us, this includes paid employment and voluntary positions such as the WISE Board and Young Women’s Board. If your application is not successful we will keep your data for 6 months once the recruitment exercise ends.

We may seek your consent to retain your data for a period of 12 months, in case other suitable job vacancies arise in WISE for which we think you may wish to apply. You are free to withhold your consent to this and there will be no consequences for withholding consent.

At the end of these periods we will delete or securely destroy your data.

If your application is successful, your data will be kept and transferred to the systems we administer for employees. We have a separate privacy notice for employees, which will be provided to you.

Automated decision making

No decision will be made about you solely based on automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.

Your rights in relation to your data

The law on data protection gives you certain rights in relation to the data we hold on you. These are:

Where you have provided consent to use of your data, you have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. In some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.

If you wish to exercise any of the rights explained above, please send the request to Kirstie Whipp, People Partner at k.whipp@wisecampaign.org.uk

Making a complaint

The supervisory authority in the UK for data protection matters is the Information Commissioner (ICO). If you think your data protection rights have been breached in any way by us, you are able to make a complaint to the ICO.