Recruitment Privacy Notice
Here you can find details of our privacy notice for employees and applicants.
PLUS DANE PRIVACY NOTICE – FOR EMPLOYEES AND JOB APPLICANTS
This Privacy Notice is a public document available to anyone and applies to employees of, and job applicants to, Plus Dane Housing to explain how the organisation collects, processes, stores and deletes Personally Identifiable Information (PII) in order to conduct normal business activities as a Registered Social Landlord (RSL) regulated by the Regulator of Social Housing (RSH).
WHO ARE WE
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 service 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 information we collect about you is processed, stored and deleted.
Our head office is based at 13-15 Rodney Street, Liverpool, L1 9EF.
The company Data Protection Officer (DPO) can be contacted at DPO@plusdane.co.uk
INFORMATION WE MAY COLLECT ABOUT JOB APPLICANTS
Our purpose for processing your PII is to assess your suitability for a position that you have applied for.
The legal basis we rely on for processing your PII is that it is necessary to enable us to move toward entering into a contract with you or for the performance of a contract with you. The legal basis we rely on to process any personal information that you provide as part of your application relates to:
- our obligation in employment and the safeguarding of your fundamental rights
- assessing your work capacity as an employee
- the purposes of preventative or occupational medicine and for related security measures where necessary. ,
We would categorise this information as ‘special’ data and it would include personal information such as age, health related information, criminal convictions and financial data.
WHAT WILL WE DO WITH THE INFORMATION YOU GIVE US?
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.
WHAT INFORMATION DO WE ASK FOR, AND WHY
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.
We ask you for your personal details including your name and contact details. We will also ask you about your previous experience, education and for details of persons who can provide a reference should you application reach the ‘Conditional Offer’ 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 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 staff 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.
Our recruiting managers will shortlist applications for interview. They will not be provided with your name or contact details or with your equality and diversity information if you have provided it.
We may ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; attend an interview; or any combination of these dependent upon the position being recruited for.
Your personal contact details may be provided to the recruiting manager for the purpose of contacting you to make an offer of employment
CANDIDATES WHO ARE NOT SHORTLISTED OR WHO DO NOT RECEIVE AN OFFER OF EMPLOYMENT AFTER AN ASSESSMENT PROCESS
Your application details will be stored in secure electronic files where only the 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 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 application is transferred into our Documotive EDM system where a personal secure record is set up for you.
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. You must successfully complete pre-employment checks to progress to a final offer. We must confirm the identity of our staff and confirm their right to work in the United Kingdom, and seek assurance as to their trustworthiness, integrity and reliability.
You must therefore provide in all circumstances of a conditional offer:
- Proof of your identity and right to work in the United Kingdom– you will be asked to provide original documents from a list of approved documents. We will take photocopies of these;
- Information relating to your health. We ask you to complete a paper form that is sent back to us in a sealed envelope and immediately forward to our Occupational Health provider to determine your capacity to undertake the role. No officer of Plus Dane Housing sees this information;
In addition, we will contact the referees named on your application form who will be asked to provide information as to your suitability for the position offered to you
Dependent upon the position conditionally offered to you, you may also be required to provide some or all of the following:
- A criminal records declaration subject to verification via a process called Disclosure administered by the Disclosure and Barring Service;
- Evidence that you have the qualifications listed on your application commensurate with the requirements of the position;
- Production of a valid photo-card driving license and the 8 digit ‘check code’ provided to you by the Driver and Vehicle Licensing Agency to enable Plus Dane Housing to validate your eligibility to drive where a position requires you to do so.
If you satisfy the requirements of a conditional offer of employment and we make a confirmed offer of employment to you, you will be asked to provide the following:
- Your bank details to enable salary payments to be processed for you. We will only require your bank sort code, account number and bank name,
- Emergency Contact Details – so we know who to contact in the event of an emergency at work affecting you.
HOW WE MAKE DECISIONS ABOUT RECRUITMENT
Final recruitment decisions are made by recruiting hiring managers with advice as necessary from members of our People Team. We take account of all the information gathered during the application process.
If we use online testing where a result is generated automatically, you may challenge the data and ask for this to be considered by a person and you will receive an explanation as to how the data has been generated.
AFTER YOUR START DATE
Employee PII 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 PII. If you see anything that you think is unclear please notify DPO@plusdane.co.uk
SHARING YOUR PERSONAL INFORMATION OUTSIDE OF PLUS DANE
We do not share any information with third parties about job applicants who do not progress to employed status.
For employees we share some of your data with Mid Cheshire Hospital NHS Foundation Trust for the purpose of determining your suitability for employment at the commencement of your employment and to obtain information where appropriate to continue to support your employment during the lifetime of your employment.
We also provide your name, date of birth, and address to Medicash for the purpose of enabling it to contact you to provide you with medical cover under an employer arrangement.
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 Quadrant Group, our Life Assurance brokers and with MetLife Assurance, 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.