As part of any recruitment process, The Diana Award collects and processes personal data relating to job applicants. The Diana Award is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
As part of any recruitment process, The Diana Award collects and processes personal data relating to job applicants. The Diana Award is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
The Diana Award collects a range of information about you. This includes:
The Diana Award may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment
The Diana Award may also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. The Diana Award will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.
Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).
The Diana Award needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you.
In some cases, The Diana Award needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.
The Diana Award has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows The Diana Award to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. The Diana Award may also need to process data from job applicants to respond to and defend against legal claims.
The Diana Award may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. It may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. The Diana Award processes such information to carry out its obligations and exercise specific rights in relation to employment.
For some roles, The Diana Award is obliged to seek information about criminal convictions and offences. Where The Diana Award seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.
The Diana Award will not use your data for any purpose other than the recruitment exercise for which you have applied.
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.
The Diana Award will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The Diana Award will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.
The Diana Award will not transfer your data outside the European Economic Area.
The Diana Award takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.
If your application for employment is unsuccessful, The Diana Award will hold your data on file for 6 months after the end of the relevant recruitment process. If you agree to allow The Diana Award to keep your personal data on file, The Diana Awards will hold your data on file for a further 12 months for consideration for future employment opportunities. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.
Recruitment processes at The Diana Award are not based solely on automated decision-making.
The responsibility for your data is with the data controller, the Diana Award, a registered charity in England and Wales (1117288), Scotland (SC041916), a company limited by guarantee (with registered company number in England & Wales as 05739137), and our registered address: 33 Queen Street, London, EC4R 1AP.
If you have any questions about our Privacy policy, or if you’d like to know more about how we keep your personal information safe across the world or how we ensure that your information is protected when we transfer it, please contact The Diana Award either:
By email: at privacy@diana-award.org.uk or
By post to: Diana Award Data Protection Officer, 33 Queen Street, London, EC4R 1AP.
We’ll do whatever we can to do what you’ve asked, as long as it’s within the law.
