Job Applicant Privacy Notice
As part of any recruitment and selection process, Wales Air Ambulance collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data and to meeting our data protection and GDPR obligations.
What information do we collect?
We collect a range of information about you. This includes:
- Your name, address and contact details, including email address and telephone number;
- Details of your qualifications, skills, experience and employment history;
- Information about your current level of remuneration, including benefit entitlements;
- Whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process;
- Confirmation that you are entitled to work in the United Kingdom
Wales Air Ambulance Charitable Trust may collect this information in a variety of ways, including data that might be contained in application forms, CV, obtained from your passport or other identity documents, or collected through selection processes.
We may also collect personal data about you from third parties, such as references supplied by former employers. Unless you have given us permission to do so, we will only seek information from third parties once a job offer to you has been made and we will inform you that we are doing so.
Data will be stored in a range of different places, including on your application form or CV, in Human Resources Management Information Systems, hard copies of documents which will always be securely stored at all times and on other IT systems, such as email.
Why do we process personal data?
We need to process data to take steps at your request prior to entering into a contract with you. We may also need to process your data to enter into a contract with you.
In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, it is mandatory to check a successful applicant's eligibility to work in the UK before employment starts.
We have a legitimate interest in processing personal data during the recruitment and selection process and for keeping records of these processes. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job.
We may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, age to monitor our recruitment statistics. We may also collect information about whether applicants are disabled to make reasonable adjustments for candidates who have a disability. We process such information to carry out our obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, we may keep your personal data on file in case there are future employment opportunities for which you may be suited. We will ask for your consent before we keep your data for this purpose and you are free to withdraw your consent at any time.
Who has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes Human Resources Representatives and individuals who are involved in the recruitment and selection process.
We will never share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks.
How do we protect your data?
We take the security of your data very seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.
For how long do you keep data?
If your application for employment is unsuccessful, and if you give us permission to do so, we will hold your data on file for a maximum of 6 months for consideration for future employment opportunities. At the end of that period, or once you withdraw your consent, your data will be deleted or destroyed.
You will be asked when you submit your application whether you give us consent to hold your details for the full 12 months in order to be considered for other positions or not.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your Human Resources file (electronic and paper based) and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.
Your rights
As a data subject, you have several rights. You can:
- Access and obtain a copy of your data on request;
- Require the organisation to change incorrect or incomplete data;
- Require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
- Object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact the Human Resources Department.
If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to us during the recruitment and selection process. However, if you do not provide the information, we may not be able to process your application properly or at all.
