We take your data protection rights and our legal obligations seriously. Your personal data will be treated in a secure and confidential manner and only as set out below or otherwise notified to you in writing.
NSCD has a Data Protection Officer (DPO) who is responsible for monitoring our compliance with data protection law. You may contact the School’s Data Protection Officer securely and confidentially at any time. If you have any concerns about the processing of your personal data or any data protection issue, please email: dataprotection@nscd.ac.uk
NSCD collects and processes your personal data for the purposes described in this Recruitment Privacy Notice. The term Applicant in this privacy notice is used to cover Prospective Employees, Volunteers, Contractors, Agency Staff, Trainees and Regular Service Providers applying to work with or for NSCD.
The categories of personal information that we collect, hold and share as part of the recruitment process include:
In addition, we will collect the following data for a successful Applicant:
The conditions for processing information for employees, contactors and volunteers under GDPR includes us having a lawful reason to process the information, in our case these include:
In our case this is necessary to ensure fair and effective recruitment of suitable employees. This is important to ensure that the school continues to meet its objectives both in the short and long term; maintains its reputation; and continues to attract and retain high calibre employees.
Special Category data is personal data which the GDPR says is more sensitive, and so needs more protection. In order for us to lawfully process special category data, we need to identify both a lawful basis (see above) and a separate condition for processing special category data.
In our case we will use the following conditions:
The data subject has given explicit consent to the processing of those personal data for one or more specified purposes, except where Union or Member State law provide that the prohibition referred to in paragraph 1 may not be lifted by the data subject;
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 and social security and social protection law in so far as it is authorised by Union or Member State law or a collective agreement pursuant to Member State law providing for appropriate safeguards for the fundamental rights and the interests of the data subject;
processing is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity;
processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject;
processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services on the basis of Union or Member State law or pursuant to contract with a health professional and subject to the conditions and safeguards referred to in paragraph 3;
processing is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89(1) based on Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.
Whilst the majority of information applicants provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform applicants whether they are required to provide certain information to us or if they have a choice in this. NSCD collects and records personal data from a variety of sources, but mainly directly from the applicants. Applicants will usually provide this information directly to Managers, Human Resources or through participation in the recruitment processes, emails or through verbal information which may be recorded electronically or manually.
We may also obtain some information from third parties: for example, references from a previous employer, medical reports from external professionals, information from tax authorities, where we use ATLANTIC DATA to carry out DBS checks or occasionally from students.
In some circumstances, data may be collected indirectly from monitoring devices or by other means (for example, visitor registers, monitoring systems, CCTV, telephone logs and email). In these circumstances, the data may be collected by NSCD or a third party provider of the relevant service. This type of data is generally not accessed on a routine basis but access is possible. Access may occur, for instance, in situations where NSCD is investigating possible breaches of School Policies. More frequent access to such data may take place as part of our digital monitoring software.
Apart from personal data relating to applicants, they may also provide NSCD with personal data of third parties, notably referees. Before applicants provide such third party personal data to NSCD you must inform these third parties of any data which you intend to provide to the school and why the school will process this data.
We hold recruitment information for 6 months following the appointment of a successful candidate to the post. Information regarding the successful applicant will be transferred to their personnel file.
Information relating to any safeguarding allegations will be retained until the person’s normal retirement age, or 10 years from the date of the allegation whichever is the longer.
Records relating to accident/injury at work will be retained for 12 years following the date of the incident.
Information will be securely destroyed once the retention period has elapsed.
Who we share information with:
Where we have a professional responsibility, we will also share information with:
On written request we may also share information with:
At your request we may also share information with:
We expect such third parties to process any data disclosed to them in accordance with applicable law, including with respect to data confidentiality and security.
We do not share information about our employees, volunteers or contractors with anyone without consent unless the law and our policies allow us to do so.
We share employee data with the Office for Students (OfS) on a statutory basis as part of the annual census. This data sharing underpins educational policy and monitoring.
We are a National Portfolio Organisation and are required to share information about our employees, volunteers and contactors with Arts Council England as part of our funding agreement.
Where these third parties act as a “data processor” they carry out their tasks on our behalf and upon our instructions for the above-mentioned purposes. In this case, personal data will only be disclosed to these parties to the extent necessary to provide the required services.
In addition, we may share personal data with national authorities in order to comply with a legal obligation to which we are subject. This is for example the case in the framework of imminent or pending legal proceedings or a statutory audit.
Under data protection legislation, applicants have the right to request access to information about them that we hold. To make a request for your personal information please contact Geraldine McDowall, HR Manager.
We aim to ensure that all personal data is correct. Applicants also have a responsibility to notify us of changes in personal circumstances (for example, change of address or contact details) so that we can ensure that your data is up to date.
Applicants have the right to request correction of any inaccurate data or to request deletion of any irrelevant data we hold about them.
Where we have relied on consent to process particular information and applicants have provided us with consent to process data, they have the right to withdraw such consent at any time.
Applicants have the right to restrict our processing of personal data where:
Where applicants have objected to processing justified on legitimate interest grounds, we will stop processing pending verification as to whether the school has compelling legitimate grounds to continue processing.
Where personal data is subjected to restriction in this way, we will only process it with your consent or for the establishment, exercise or defence of legal claims.
If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance by contacting Geraldine McDowall, HR Manager.
