Introduction – The GDPR is coming soon…
Project Kitchens (PK) is the Data Controller and is committed to protecting the rights of individuals in line with the Data Protection Act 1998 (DPA) and the new General Data Protection Regulation (GDPR).
GDPR will replace DPA on 25 May 2018, giving more rights to you as an individual and more obligations to PK holding your personal data.
This means that we will be publishing a new privacy notice following the release of GDPR so you can access this information.
Please note that the DPA/ GDPR define personal data as the following:
- Personal data can include: name, job title, date of birth, passport data, home address, home telephone number, private email address, emergency contact, staff number.
- Special category data can include: racial and ethnic origin, religion, health records.
Job applicants, current and former ICO employees
PK is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at email@example.com
What will we do with the information you provide to us?
The information you provide PK will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us whether the information is in electronic or physical format.
We 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.
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.
We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our Management team will have access to all of this information.
We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by PK and accessed by the Management Team.
Offer of Employment
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. We are 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
We will also ask you for the following:
- Bank details – to process salary payments
- Emergency contact details – so we know who to contact in case you have an emergency at work
- Referee details – to contact referees and confirm previous employment details
If you are employed by the PK, relevant details about you will be provided to BARLOW ANDREWS LLP (Company No: OC349794)/BEECH BUSINESS SERVICES LIMITED (Company No: 04512652) who provide finance and payroll services to PK. This will include your name, bank details, address, and date of birth, National Insurance Number and salary.
How long is the information retained for?
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your all personal declarations, fitness to work, and records of any security checks and references.
If you are unsuccessful at any stage of the application process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.
Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the campaign.
How we make decisions about recruitment?
Final recruitment decisions are made by the management team. All of the information gathered during the application process is taken into account.
You are able to ask about decisions made about your application by speaking to your contact within our management team or by emailing firstname.lastname@example.org
Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information PK hold about you.
You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
Complaints or queries
PK tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of PK’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent initially to email@example.com
If you want to make a complaint about the way PK has processed your personal information, you can contact The Information Commissioners office (ICO) as the statutory body which oversees data protection law at www.ico.org.uk/concerns
Access to personal information
PK tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ (SAR) under the Data Protection Act 1998. If we do hold information about you we will:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form.
To make a request for any personal information we may hold you need to put the request in writing addressing it to our Information Governance at the address provided below:
Information Governance, Project Kitchens, 4 Ball Green, Cobra Court Manchester M32 0QT
This policy was updated on the 5th May 2018.