Your privacy is important. We regard the lawful and correct treatment of personal data as vital to maintaining the confidence of the many people we deal with. We will treat personal data lawfully and correctly. Any personal information you give us will only be used in accordance found in the principles found in the UK General Data Protection Regulations (GDPR). More information on the UK GDPR can be found on the Information Commissioners Office (ICO) website.
By law, we must register with the ICO as a 'data controller'. This can be viewed on the ICO Public Register. Our registration number is Z2549363.
If you provide any personal information to us, it will only be used for delivering services to you. It will not be shared with any third party unless stated, without your consent or unless required by law for the prevention and detection of fraud.
The handling and use of personal data at Fenland District Council is monitored by the Data Protection Officer (DPO). You can contact her by emailing Amybrown@fenland.gov.uk.
How we manage personal information
The UK GDPR regulates the management of personal information. We need to handle personal information about you so that we can provide services for you.
When we ask you for personal information we promise to:
make sure you know why we need it
only ask for what we need and not collect too much
protect it and make sure no unauthorised person has access to it
let you know if we share it with other organisations to provide you with better services, and if you can refuse to it being shared
make sure we only keep it for as long as necessary
In dealing with your information, we will:
abide by the law in handling your personal information
consider the risks when we are planning to use or hold personal information in new ways
provide training to staff who handle personal information
respond appropriately if personal information is not used or protected properly
In return, we ask you to:
give us accurate information
tell us as soon as possible if there are any changes, such as a new address. This helps us to keep your information reliable and up to date.
Why we collect information about you
This website has been designed for the purpose of recruitment related activities. The recruitment process will involve:
assessing and progressing your application;
assessing your suitability (skills, strengths, behaviours etc);
undertaking activities needed to complete the pre-employment screening process should your application be successful
To enable these processes your personal information may be shared internally within Fenland District Council, but the information shared is limited to what is required by each individual to perform their role in the recruitment process.
The information we collect
To undertake recruitment related activities we may collect, store and use the following categories of personal information about you:
personal contact details such as name, title, addresses, telephone numbers, and personal email addresses
date of birth
gender
national Insurance number
location of previous employment or workplace
copy of driving licence, passport, birth and marriage certificates, decree absolute
recruitment information (including copies of right to work documentation and references)
assessment and interview results e.g. psychometric assessment results
details and information about convictions/allegations of criminal behaviour
evidence of your right to work in the UK/immigration status
information about your race or ethnicity, religious beliefs and sexual orientation (only used for equal opportunities monitoring)
information about your health, including any medical condition, health and sickness records.
Why your information is collected
We collect this information to:
decide about your recruitment
determine the terms on which you might work for us
check you are legally entitled to work in the UK
check your eligibility to become an employee
assess qualifications for a particular job or task
decide about your potential engagement
make arrangements for the start of our working relationship
ascertain your fitness to work
prevent fraud
conduct data analytics studies to review and better understand the employee recruitment process
undertake equal opportunities monitoring
How we use your information
We will use the information you provide in a manner that conforms to the Data Protection Act. We will keep your information accurate, up to date and only for as long as necessary.
The information you supply will be used to process your application. If you are appointment, any information you supply may form part of your personnel record.
Information relating to criminal convictions or offences
We may also process information about criminal convictions/allegations and offences.
In order to process job applications, we will capture data relating to offences committed or alleged to have been committed by you. We process such data in circumstances where it is relevant to certain roles within the organisation.
Legal basis for data processing
We will only use your personal information when the law allows us to. In particular we will process personal data about you in the following circumstances:
where it is necessary in order to take steps at your request prior to entering into a contract with you
where we need to comply with a legal obligation to which we are subject
where it is needed to assess your working capacity on health grounds, subject to appropriate confidentiality safeguards.
Consequences of not providing personal data
There may be circumstances in which your failure to provide certain information when requested, means that we will not be able to enter a contract with you (such as providing proof of identity or qualifications).
Data sharing
We will in some circumstances have to share your data with third parties, e.g. Occupational Health Advisor/Physicians/Referees.
All our third-party service providers are required to take appropriate security measures to protect your personal information in line with General Data Protection Regulations. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
We will share your personal information with other Civil Service organisations including the Cabinet Office as part of our regular reporting activities on departmental performance, in the context of statistical analysis; and general management and functioning of the Civil Service. Personal data is also shared with the Office for National Statistics, mainly for statistical purposes.
There may be other circumstances in which we may lawfully share your data with third parties where, for example, we are required to do so by law, by court order, or to prevent fraud or other crimes. Where we share data, however, we shall do so in accordance with applicable data protection laws.
How long we keep your data
We will retain your personal data for as long as necessary to fulfill the purposes we collected it for.
In the event that your application is unsuccessful, your details will be kept for a maximum of 12 months, after which time they will be confidentially destroyed.
How we protect your information
Our HR systems are protected to ensure that unauthorised or unlawful processing of personal information, accidental loss or destruction of, or damage to, personal information does not occur.
How you can see the personal information we hold about you
The GDPR provides a number of rights for individuals. You can ask us for access to the information we hold about you through a Subject Access Request (SAR).
Complaints
You can use Fenland District Council’s 3Cs complaints procedure to complain about the way your request has been processed. If, after this, you are still unhappy then you can make an appeal to the ICO.
Automatic information and cookies
The cookies we use on our website do not contain any information that personally identifies you. They are used to gather information about general website usage and to provide you with a more personalised service. More information can be found on this website’s cookies policy.