Privacy Notice – SMT Employees
How we will process your data for the purposes of recruitment and employment.
The Company (Sutton Music Trust) collects 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;
- information about your entitlement to work in the UK; and
- equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.
The Company collects this information in a variety of ways. For example, data from your application forms, your passport or other identity documents, or collected through interviews or other forms of recruitment and selection assessments.
The Company will also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. The Company will seek information from third parties and by signing this application form, you give us your consent to do so on your behalf. Your data will be stored in a range of different places, including electronic employee file, application record, HR database system, and on other IT systems including email.
The Company needs to process data to take steps at your request prior to entering into a contract of employment with you. It also needs to process your data to enter into a contract of employment with you.
In some cases, the Company needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.
The Company has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the Company to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. The Company may also need to process data from job applicants to respond to and defend against legal claims.
The Company processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
The Company processes other special categories of data, such as information about candidates’ ethnic origin, sexual orientation, health or religion or belief; this is for equal opportunities monitoring purposes.
For some roles, the Company is obliged to seek information about criminal convictions and offences. Where the Company seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.
The Company will not use your data for any purpose other than the recruitment exercise for which you have applied. If your application is unsuccessful, the Company will keep your personal data on file for a period of six months. By signing this form you give the Company your informed consent to keep your data for this purpose, and you are free to withdraw your consent at any time.
Your information will be shared internally for the purposes of the recruitment exercise. This includes HR team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.
The Company may share your data with third parties, such as any former employers to obtain references on your behalf, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service (DBS) to obtain necessary criminal records checks. Your data may be transferred outside the European Economic Area (EEA) for the purpose of electronic secure data management and employment record keeping.
The Company takes the security of your data seriously. It has 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 and nominated and trusted third party stakeholders who have been commissioned to provide specific services on our behalf e.g. the Company payroll provider.
If your application for employment is unsuccessful, the Company will hold your data on file for six months after the end of the relevant recruitment process. At the end of this period or once you withdraw your consent, your data is destroyed.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your electronic personnel file and retained securely during the course of your employment and for a period of six- years following you leaving your employment with the Company.
As a data subject, you have a number of rights. You can:
- Access and obtain a copy of your data on request.
- Require the Company to change incorrect or incomplete data.
- Require the Company to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing.
- Object to the processing of your data where the Company is relying on its legitimate interests as the legal ground for processing; and
- Ask the Company to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the Company’s legitimate grounds for processing data.
If you would like to exercise any of these rights, please contact Sutton Music Trust as soon as possible by emailing: hello@suttonmusictrust.org.uk
If you have a concern or complaint about how your information is handled, contact enquiries@cognus.org.uk, and you will be referred to the Data Protection Officer. If you believe that the Company has not complied with your data protection rights, you can complain to the Information Commissioner Office (ICO).
You are under no statutory or contractual obligation to provide data to the Company during the recruitment process. However, if you do not provide the information, the Company may not be able to process your application properly or at all.