Working for us

Recruitment privacy statement

This privacy notice explains how we process your personal data when you interact with us and information about your rights under data protection legislation.

We reserve the right to update this privacy notice. Changes apply as soon as they are published. We recommend that you visit this page regularly to find out about any updates that may have been made.

This should be read in conjunction with our main privacy notice.

Who we are

We are Swale Borough Council. We are the data controller. This means that we are responsible for deciding how we hold and use your personal data.

You can find us in the Information Commissioner’s register of organisations who have paid the data controller fee. Our reference number is Z7353758.

What service is being provided?

Recruitment for Swale Borough Council.

How we collect information from you

We collect information from you when you:

• visit this website
• contact us in writing
• speak to us on the phone, email or any other type of electronic communication
• talk to us face to face

What personal information do we collect from you?

• Identity:
  • full name
  • title
  • previous names
  • date of birth
  • gender
• Contact details:
  • address
  • phone number
  • email
• Application details:
  • how you heard about the role
  • reasons for applying
  • type of employment sought
  • current/desired salary
  • willingness to relocate
  • benefit preferences
• Qualifications and experience:
  • education
  • exam grades
  • skills
  • previous jobs
  • work history
  • training records
  • professional memberships
• References:
  • referee details
  • reference information
• Right to work:
  • documentation proving eligibility to work in the UK (e.g., NI number, certificates)
• Driving:
  • licence details
  • access to a vehicle if required
• Screening and training
  • records of mandatory training during application/interview
• Interview process:
  • responses to questions
  • notes from interview panel
  • copies of presentations or lessons delivered
• Relationships:
  • whether you are related to or in a relationship with an existing employee
• Other details provided in your CV and cover letter

Special types of personal information collected

• Relationship status
• Ethnic origin
• Sexual orientation
• Religious beliefs
• Health information:
  • disabilities, medical conditions, sickness absences
  • pregnancy or maternity status
• Trade union membership (if disclosed in your application)
• Criminal offences:
  • Information about convictions or employment restrictions
  • DBS Check Results

How the law allows us to use your information

Under data protection law, UK GDPR Article 6(1), there are lawful bases that allow us to collect, process and share personal information.

The lawful basis for processing your information for the outlined purpose is:

• Article 6(1) (a) consent has been provided for processing for a specific purpose
• Article 6 (1) (b) processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.
• Article 6(1) (c) processing is necessary for compliance with a legal obligation to which the controller is subject.
• Article 6(1) (d) processing is necessary the processing is necessary to protect someone’s life.
• Article 6(1) (e) processing is necessary for performance of a task in the public interest or official functions of the department

Our lawful basis to capture CCTV images of members of the public is public interest.

Why do we collect this information?

We process your information for the purposes outlined below:

Consent

• If you agree to be contacted about other career opportunities. You can withdraw consent at any time.

Contract

To manage pre-contractual steps, including:

• Contacting you during recruitment
• Assessing suitability (including reference checks)
• Shortlisting and interviewing
• Deciding whether to offer you a job

Legal obligation

To comply with employment laws, including:

• verifying right to work in the UK (Immigration Acts)
• handling legal claims
• making reasonable adjustments (Equality Act 2010)
• assessing fitness to work (Equality Act 2010)
• confirming school-leaving age (Children and Young Persons Act 1993)

Public task

As a public authority, we process data to:

• monitor equality and diversity (Public Sector Equality Duty)
• ensure suitability for roles involving young people/vulnerable adults (DBS checks)
• maintain safety via CCTV

Vital interests

In emergencies, e.g. if you have an accident during an interview.

Statistical analysis

We will anonymise applicant personal data for the purposes of statistical analysis.

We also:

• retain a record so we can audit, and quality assure our services, and to inform decision-making about our services.
• plan and manage our services and to meet the requirements of external regulators.

Transition to employee privacy notice

Once you sign an employment contract with the Council, any personal data collected during recruitment will be processed under the Employee Privacy Notice. This means your recruitment data becomes part of your employment record.

We also use cookies and other analytic technologies to give you a better experience on our website and to improve the relevance of online advertising you see.

For more information, please see our Cookie Notice.

Who will we share this information with?

We only share your data when necessary, if legally allowed, and aim to share the minimum required.

Internal Sharing

Your data may be shared with:

• the human resources team
• interviewers
• relevant managers
• reception, IT, and facilities staff

External Sharing

• Referees: we share your data with referees you provide. You must get their consent before sharing their details.
• Reference checks: we may verify your data with other third parties.
• DBS checks: for roles involving young people or vulnerable adults, we conduct DBS checks for successful applicants.
• Occupational health: successful applicants must complete a fitness-to-work assessment. We do not access your health data, only the final report.

Legal and regulatory requirements

We may share your data with:

• Government departments, agencies, local authorities
• Courts, tribunals, regulators, law enforcement
• We may also share personal data with anti-fraud, law enforcement agencies, for prevention or detection of crime/fraud or other legal obligation.

How long will we keep your information for?

• Unsuccessful applicants: We keep your data for one year from the end of the recruitment process, even if you were not contacted for an interview.
• Legal claims: If needed for legal purposes, we may retain your data for one year after legal proceedings end.
• Speculative applications: data from speculative applications is kept for the same period as unsuccessful applicants.
• Successful applicants: your recruitment data will be added to your employee file. Retention periods for employee data are detailed in the employee privacy notice.

Your rights

• Right to be informed: you have the right to be informed about the collection and use of their personal information.
• Right of access: you can request copies of any of your personal information we hold.
• Right to rectification: you can ask us to correct any incorrect information.
• Right to erasure: you can ask us to delete your personal information. We can refuse to delete information if we have a lawful reason to keep this.
• Right to object or restrict processing: you have the right to object to how your information is being used and how it is going to be used in the future.
• Right to portability: you can ask us to transfer your personal information to different services or to you.
• Right to prevent automatic decisions: you have the right to challenge a decision that affects you that has been made automatically without human intervention, for example an online form with an instant decision.

How you can access information held about you

By law, you have rights as a data subject, such as the rights detailed above.

These rights are not absolute, but if you would like to exercise your rights or make a complaint regarding how your information is used, you should contact the Data Protection Officer at DataProtectionOfficer@Swale.gov.uk

There is no charge for you to exercise your rights.

We may refuse your request or make a reasonable charge if your request is manifestly unfounded or excessive.

Independent advice

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioners Office.

Phone: 0303 123 1113

Email: casework@ico.org.uk

Your obligations

It is important that you tell us if your personal data changes while you are using our services. This will mean that the data we hold about you is kept up to date and accurate.