Privacy notice for Job Platform Website

What do we use the information for?

We use this information to deliver the facilitation of recruitment across the social care sector within the East Riding of Yorkshire via the council’s bespoke social care recruitment website, Choose Care East Riding.

Choose Care East Riding (external website) 

What information do we hold and use? 

We collect and process the following information:

  • Personal information (such as; forename, surname, DOB, age, gender, address, postcode, email address, telephone number, national insurance number)
  • Characteristics (such as; ethnicity, language, marital status)
  • Information in relation to the commission or alleged commission of an offense and proceedings for any offense committed or alleged
  • The job history and qualifications of applicant.    

On what grounds do we use the information?

We process personal data for the following reasons:

  • GDPR Article 6(1)(b) - contract - processing your data is necessary to move your application forward before signing a contract of work. This concerns employment or pre-employment checks
  • GDPR Article 6(1)(f) - legitimate interest - where it is in the legitimate interests of Insights (or a relevant third party), to process personal information. For example: in order to decide whether to offer employment, to make decisions about salary and benefits, to assess training needs, to defend legal claims against us and to send you notifications about your progress and other vacancies which are relevant to you.

We process special categories data for the following reasons:

  • GDPR Article 9(2)(a) - explicit consent - in certain circumstances, such as when we process special category information about you, we may be required to seek your consent. Where we do ask for your consent, we will tell you the reasons for the processing, you will have full control over your decision to give or withhold consent and there will be no consequences where consent is withheld. Consent, once given, may be withdrawn at any time. Please be aware that we do not always require your consent to use special category information, in some cases we are required by law to process special category information, or will need to process it in order to exercise specific rights under employment law; in other cases we will be permitted to use such information where you have already made the data public. If you would like more information about this, please don’t hesitate to contact us.
  • GDPR Article 9(2)(b) – employment and social security - processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment
  • Processing criminal convictions and sensitive information - We collect, use and hold sensitive information such as criminal convictions on the lawful bases of contract, legal obligation and public task.

How do we collect this information?

Information is collected via online job applications that are submitted by applicants.  Each independent provider will upload their job vacancies onto the website, and applicants details will be submitted via online forms on the website.

Who do we share your information with?

The system provider that we use to provide this job website platform is called Smartjobboard.

Smartjobboard (external website)

Each independent provider has exclusive access to their job vacancies via their individual log-in, and to the details of the applicants submitted for each of those vacancies.  Information regarding the job applications is not shared between providers.  The council has administrative access to the system, to enable any technical issues to be resolved on behalf of all providers involved.

We may disclose your information to others, but only where this is necessary either to comply with our legal obligations or as permitted by Data Protection legislation.

The reasons why we may share your data with other departments within the East Riding of Yorkshire Council or other public bodies are as follows:

  • To monitor and improve our performance and delivery of services
  • For the prevention and or detection of crime
  • Where necessary to protect individuals from the risk of harm or injury 
  • Where otherwise permitted under the General Data Protection legislation.

How long do we store it and is it secure?

The council have a retention schedule in place to ensure that information is only held for as long as it is needed. We will not keep your information for longer than is required to by law.  Your information will be disposed of in a controlled and secure manner in accordance with the council’s Records Management and Data Quality Policy. The council’s IT security and confidentiality policies ensure that your information is protected, and accessed only by staff directly involved in providing you with a service.  

For information on how long your information will be held, visit the retention page

What rights do you have?

The rights that you have depend on the grounds upon which we collected your information.  All of the rights you could have are outlined on the data protection rights page. 

In most cases, people who have made an enquiry or visited us will have the following rights:

  • The right of access – you are entitled to see the information that we hold about you
  • The right to erasure/ right to be forgotten - in certain circumstances, you may be able to ask for some of the information we hold to be deleted. The service has determined that all requests to permanently delete a service user record will be dealt with on an individual basis
  • The right to rectification – we will amend information accordingly, if any information the service holds about you is incorrect.

To exercise any of your above rights, please visit the data protection rights page for more information.

Where can I find out more?

If you would like to know more about how the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concerns with us in the first instance; contact details are available on the general privacy information page. Alternatively, you can contact the Information Commissioner's Office (ICO). The ICO is the UK’s independent authority set up to uphold information rights in the public interest and they handle public concerns regarding organisations information rights practices. 

Information Commissioner’s Office (external website)

When was this privacy notice last updated?

We will continually review and update this privacy notice to reflect any changes in our services, feedback from customers, and to comply with any changes in the law. This privacy notice was last updated on 26 January 2021.

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