Here you can find details of our privacy notice for employees and applicants.
This privacy notice applies to job applicants, colleagues, Board Members, Independent Members, Customer Panels and voluntary positions. Plus Dane has a duty under data protection laws to tell you how we use the personal data we collect about you and the rights you have under those laws. Plus Dane respects your privacy and is committed to protecting your personal data.
By using this website, you signify your acceptance of this notice.
Plus Dane Housing owns and manages more than 13,500 homes across Merseyside and Cheshire and employs over 500 people working together to deliver support and services to our customers.
Plus Dane Housing is a Data Controller which means that as an organisation we determine the purpose for which, and the way in which the information we collect about you is processed, stored and deleted.
Our registered office is:
Atlantic Pavilion, Salthouse Quay, Royal Albert Dock, Liverpool, L3 4AE.
Our contact details are:
Tel: 0800 169 2988
The company Data Protection Office (DPO) can be contacted at DPO@plusdane.co.uk
Our purpose for processing your personal data is to assess your suitability for a position that you have applied for.
The lawful basis we rely on for processing your personal data are article 6(1)(b) of the UK GDPR, which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract. And article 6(1)(f) for the purpose of our legitimate interests. The legal basis we rely on to process any personal information that you provide as part of your application relates to:
We would categorise this information as ‘special’ data and it would include personal information such as age, criminal convictions and financial data.
We will use all the information you provide during the recruitment process to progress your application with a view to offering you an employment contract with us, or to fulfil legal or regulatory requirements if necessary.
We will not share any information you provide with any third parties for marketing purposes.
We will use the contact details you provide to make contact and to progress your application. We will use other information you provide to assess your suitability for the role.
We do not collect more information than we need to fulfil our stated purposes and will not keep it longer than 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 may affect your application if you don’t.
Your personal contact details may be provided to the recruiting manager for the purpose of contacting you to discuss the outcome of the interview or application process.
Your application details will be stored in secure electronic files where only our People Team and recruiting Managers have access. Recruiting Managers will not be able to see your equality and diversity information if you have provided it. Your data will not be accessible by any other employees of Plus Dane Housing. Six months after the date of shortlisting (for non-shortlisted candidates) and six months after the date of interview (for shortlisted but unsuccessful candidates) your information will be permanently destroyed, and no record of your application will be held by Plus Dane Housing. For those successful candidates who are offered employment with Plus Dane Housing, your personal information provided at the ‘Application Stage’ and ‘Conditional Offer of Employment Stage’ and ‘Confirmed Offer of Employment Stage’ (see below) is transferred into our People Management systems (iTrent and SharePoint)”
Our application processes may ask for a CV and supporting statement via our online application process or completion of an application form. We ask you for your personal details including your name and contact details. We will also ask you about your previous experience, education and details of persons who can provide a reference should your application reach the ‘Conditional Offer of Employment Stage’. We will also look for answers to questions relevant for legal purposes and relevant to the position you have applied for.
As Plus Dane is an equal opportunities employer, we also ask for candidates to provide information around equality and diversity. This will be requested via an online form which will only be seen by officers of our People Team. Provision of this information is not mandatory. If you choose not to provide this it won’t affect your application. We won’t make the information available to any colleague outside of our People Team, including hiring managers; it is for monitoring purposes only. Any information you provide will be used to produce and monitor equality and diversity statistics.
If we make a conditional offer of employment to you, we will ask you for information so that we can carry out pre-employment checks and collect information required for payroll purposes. You must successfully complete pre-employment checks to progress to a confirmed offer of employment. We must confirm the identity of our potential member of staff and confirm their right to work in the United Kingdom, and seek assurance as to their trustworthiness, integrity and reliability.
You must provide the following in all circumstances of a conditional offer:
Where a candidate cannot satisfy the pre-employment checks at the conditional offer of employment stage the offer of employment will be withdrawn. Any documentation provided by the candidate at this stage will be destroyed save for any information that may be required to be held by Plus Dane Housing by law. Any such information will only be held for as long as Regulations allow.
We will issue you with a Contract of Employment setting out the Terms and Conditions governing your Employment
Colleague personal data is held in a way that accords with our internal Data Register. This document is updated on a continuous basis in compliance with the Lawful Principles relevant to the holding of personal data. If you see anything that you think is unclear, please notify DPO@plusdane.co.uk
We collect and process information relating to sickness absence, health and wellbeing where necessary to manage attendance, support colleague wellbeing, meet our legal obligations as an employer, and inform workforce planning and wellbeing initiatives.
Where a colleague reports an absence, we may record additional information about the reason for the absence, including physical health conditions, mental health and wellbeing concerns, musculoskeletal conditions, caring responsibilities and work-related factors. This information helps us better understand absence trends, provide appropriate support, and improve our health and wellbeing services.
We only collect information that is relevant and necessary for these purposes and access is restricted to authorised individuals who require the information as part of their role.
Some absence information may constitute "special category" personal data under UK GDPR, including information about an individual's physical or mental health. Plus Dane processes this information in accordance with Article 9 of UK GDPR and the Data Protection Act 2018 where necessary to meet its obligations and exercise its rights as an employer, including attendance management, employee wellbeing, health and safety, equality monitoring and the provision of workplace support.
Information about absence reasons may be used to produce management information, reports and trend analysis. Wherever possible, reporting will be anonymised and aggregated so that individual colleagues cannot be identified. The information will not be used for automated decision-making
We do not share any information with third parties about job applicants who do not progress to employed status.
We will use your registered home address to send Plus Dane related correspondence, mail and packages. Your data may be shared with suppliers and / or delivery companies to facilitate this.
We provide your name, date of birth, and address to our occupational health service provider for the purpose of enabling it to contact you to provide you with medical cover under an employer arrangement.
The personal information provided to them includes; full name, title, date of birth, address, contact telephone numbers, ethnicity, work email address and personal email address.
The provider will then process information about your health in the form of an Occupational Health record which will include details of any medical examinations and health assessments that you have had from the time you joined your employer as well as other relevant medical history. The Occupational Health record will also include advice and reports that have been provided, with your consent, to your employer.
There may be occasions where a referral may be made to, our Employee Assistance Programme to provide structured counselling sessions. This will be with your full consent and contact details, along with reason for referral will be made.
For any employee who chooses to join the Plus Dane pension scheme we will share information relating to your name, date of birth and address with The Pensions Trust or the Local Government Pension Scheme through one of either Cheshire Pension Fund or Merseyside Pension Fund dependent upon which Pension Scheme you are a member of.
For any employee who is not a member of the Plus Dane Pension Scheme we will share information relating to your name, date of birth, gender, income, Work Location and Post Title and Full or Part Time status with our Life Assurance brokers and, our Life Assurance provider, for the purpose of providing Life Assurance cover.
As an individual, regardless of whether you are a job applicant or an employee you have certain rights regarding your own personal data. For more information on your rights click here.
