Use of data processors
Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
Sage - If you accept a final offer from us, some of your personal information will be held on Sage which is an internally used HR records system. Here is a link to their Privacy Notice: https://www.sage.com/en-gb/legal/privacy-and-cookies/.
MyCSP - If you accept a final offer from us, some of your details will be provided to MyCSP who are the administrators of the Civil Service Pension Scheme, of which the EWC is a member organisation. You will be auto-enrolled into the pension scheme and details provided to MyCSP will be your name, date of birth, National Insurance number and salary. Your bank details will not be passed to MyCSP at this time.
Where we obtain your information
Personal data is gathered through your application forms; additional data is gathered when conditional and final offers of employment are made, and throughout the course of employment with EWC.
What personal information we collect
The sort of personal data we hold about our employees usually includes: application form and references; contract of employment and any amendments to it; correspondence with or about the employee, for example letters about a pay rise or, at the employee’s request, a letter to their mortgage company confirming their salary; information needed for payroll, benefits and expenses purposes; contact and emergency contact details; records of holiday, sickness and other absence; information needed for equal opportunities monitoring; and records relating to their career history, such as training records, appraisals, other performance measures, attendance and, where appropriate, disciplinary and grievance records.
Application and assessment
In addition to the information required on the application form, you will also be asked to provide diversity monitoring information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our human resources team, including hiring managers, in a way which can identify you.
If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. You will therefore be required to provide:
- Proof of your identity and any qualifications required for the role – you will be asked to submit original documents, we will take copies.
- References - we will contact your referees, directly to obtain references, but only after a conditional offer has been made and you authorise us to do so.
If we make a final offer, we will also ask you for the following:
- Bank details
- Emergency contact details
- Membership of a Civil Service Pension scheme
How we use your information
Our human resources team will use the contact details you provide to us to contact you to progress your application.
We will use the other information you provide to assess your suitability for the role you have applied for. We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary. You don’t have to provide what we ask for but it might affect your application if you don’t. Our human resources team will have access to all of this information. Hiring managers will be provided with a copy of your application form, minus your name and contact details, to shortlist applications for interview.
Any diversity monitoring information you provide, will be used only to produce and monitor equal opportunities statistics.
Information generated as a result of assessment and interview will be held by the EWC. If you are unsuccessful following interview for the position you have applied for, we may ask if you would like your details to be retained as a reserve candidate for a period of twelve months. If you say yes, we would proactively contact you should any further suitable vacancies arise.
Pre-employment information provided upon receipt of a conditional offer is required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.
Information provided upon receipt of a final offer of employment is required to process salary payments, so we know who to contact in case you have an emergency at work, and to determine eligibility to re-join your previous pension scheme.
Why our use of personal data is lawful
You are obliged to attend information security and data protection training during your employment. We will also provide awareness materials to keep you regularly updated and provide you with dedicated training which is tailored to your role in processing personal data.
During employment and after termination of employment you are obliged to maintain data protection and professional confidentiality regarding all matters relating to us and our business, as laid down in your Confidentiality and Privacy Agreement with us.
What we do with it
Accuracy of your information
We will strive to ensure that information about you is accurate and up to date when we collect or use it. You can help us to achieve this by keeping us informed of any changes to the information we hold about you.
When may sensitive data be processed/stored?
Sensitive data: is categorised as any data revealing your: racial/ethnic origins; political opinions; religious beliefs; membership of a trade union; sexuality; physical or mental health conditions; or, criminal offenses or convictions. (Art. 9 UK GDPR).
We may be required to process sensitive personal data to comply with our statutory obligations. For example, to demonstrate non-discriminatory practices, we might be asked for figures relating to gender, age or ethnic background. In these cases, the data will be anonymised and kept strictly for statistical purposes. We also ensure any sensitive personal data we hold or process is kept to a minimum, in accordance with our Privacy Principles.
Health data is a sensitive category and must be subject to stricter access controls and security measures. The principles of “need to know” are applied here. The processing of health data is governed by the HR Processing Guidelines which place restrictions on who has access to this data and how it is stored or processed.
You should report any accidents or injuries at your workplace to your assigned Health and Safety Manager (or HR manager). The assigned manager is responsible for assisting you in receiving medical attention, registering the incident, and informing your line manager of your absence.