Primary administration assistant

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The Grammar School at Leeds privacy notice for applicants and candidates

A. General Principles

1. The Grammar School at Leeds (“GSAL”, “the school”) is a data controller with registered address at Alwoodley Gates, Harrogate Road, Leeds, LS17 8GS and is committed to ensuring that the personal data of its staff is handled in accordance with the principles set out in the General Data Protection Regulation (Regulation 2016/679 EU) (GDPR).
2. GSAL will process your information in accordance with the Data Protection Act and its own Data Protection Policy and Data Retention Policy. To comply with the law, data must be collected and used fairly, stored safely and securely, be adequate, relevant and not excessive, be kept accurate and up to date, held only as long as necessary and not disclosed to any third party unlawfully.
3. This policy applies to individuals applying for a position at GSAL whether as an employee or under any other contractual or voluntary arrangement, including prospective consultants, coaches,  casual workers, supply staff, visiting music teachers, agency workers, extra-curricular providers, volunteers and individuals on work experience (“Applicants”).
4. This policy describes the categories of personal data that we collect, how we use your personal data, how we secure your personal data and when we may disclose your personal data to third parties. It also describes your rights regarding your personal data and how you can access, correct, and request erasure of your personal data.

As defined by the General Data Protection Regulation (GDPR) The Grammar School at Leeds is the Data Controller and ultimately responsible for ensuring the data you provide is kept secure, processed correctly and that you understand your legal rights in relation to the data you provide.

The recruitment software we use via this website is supplied by IRIS Software Group Limited and they are defined as a Data Processor under the GDPR. They will only process your data in accordance with our instructions.

IRIS can be contacted at: 4th Floor Heathrow Approach, 470 London Road, Slough, England, SL3 8QY

For Data Protection enquiries, please contact the Help Desk at support@networxrecruitment.com

B. Information we hold

1. This information is normally initially provided to the school by you through an online application form via a third-party recruitment website (networx).
2. To carry out our activities and obligations as a prospective employer, we may collect, store, and process the following categories of personal data about you:
   • personal contact details such as name, title, addresses, telephone numbers, and personal email addresses;
   • date of birth;
   • equal opportunities monitoring information;
   • copies of identification
   • government identification numbers such national insurance number, driver’s licence number or other identification card number;
   • bank account details and payroll information;
   • qualifications, education and training records;
   • employment records (including professional memberships, references, work history, and proof of work eligibility); and
   • other personal details collected during the recruitment process, or other information that you otherwise voluntarily provide to us.

      3. We collect and process information like this in order to manage our potential and subsequent employment relationship with you which includes:

•  Managing Human Resources processes such as recruitment and selection
• Communicating with you regarding the vacancy and recruitment process.
• Monitoring equal opportunities and statistical analysis.
• Where applicable, communicating with you if other similar/suitable vacancies arise.
• Seeking references from current/former employers.
• Responding to and defending any legal claims that may arise from the recruitment process.

   4. Your personal data is processed based on the legal obligations of both parties and our legitimate interest in advertising, selecting, screening where necessary, and appointing staff, contractors, volunteers etc.

  5. Collection and use of special categories of personal data

We may collect and process special categories of personal data and personal data relating to criminal convictions and offences (which may involve disclosing it to third parties such as the disclosure and barring service [DBS], insurance companies, our professional advisors, occupational medicine practitioners etc.) for a variety of purposes including undertaking screening (e.g. medical screening, right to work in the U.K., security screening, suitability to work with children, and safeguarding etc.) monitoring equal opportunities, making or considering work-place adjustments, management of health and safety or other legal obligations.  Such special categories of personal data may include:

• Information about employee’s racial and ethnic origin; sexual orientation; religion, beliefs and disability information to ensure meaningful equal opportunity monitoring and reporting;
• physical or mental health condition or disability information to provide appropriate adjustments where required during the recruitment stages, and to assess an applicant’s suitability for the role;
• information about past criminal convictions and cautions that are not filtered, as a condition of employment for all posts;

The school will always ensure that it has a lawful basis for processing this special category personal data in this manner (further details can be provided if required) including:

• processing that 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;
• processing that is necessary for the establishment, exercise or defence of legal claims;
• processing that is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of an employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services;
• processing that is necessary for insurance or occupational pensions purposes, or the purposes of safeguarding children and individuals at risk, the provision of counselling, advice or similar support, preventing or detecting unlawful acts, and the monitoring of of equal opportunity or treatment.

C. How do we use your information within the school?

1. Within the school, personal data may be shared between colleagues who legitimately need the information to carry out appropriate recruitment processes.
2. GSAL is required to obtain information about past criminal convictions and cautions that are not filtered, as a condition of employment for all posts. The school also undertakes DBS checks on all staff.
3. The amount of personal information shared within GSAL will be no more than is reasonably necessary.

D. Who has access to your data?

1. The school shares your data with third parties in order to obtain pre-employment references from other employers, employment background checks from third-party providers, necessary criminal records checks from the Disclosure and Barring Service (DBS), Teaching Regulation Agency.
2. The school also shares your personal data with third parties that process data on our behalf, in connection with recruitment.

E. Do we transfer your personal data to other countries?

We do not envisage transferring your personal data outside of the European Economic Area other than as indicated above and we have a commitment from our business partners and data processors that they too will honour this commitment. However, where you have worked outside of the EEA, as part of our pre-employment checks, we may contact your appropriate employers for confirmation of your previous employment details, and other agencies as necessary for the compliance of relevant statutory checks. In such cases, we ensure that appropriate security and data protection measures are in place to protect your data including, for example, data minimisation, use of secure portals to transfer personal data and/or encryption of information.

F. How does the school protect your personal data?

1. The school takes the security of your data seriously. Internal policies and controls have been put in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.
2. Where the school engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

G. For how long does the organisation keep data?

Your data will be retained for the duration of the recruitment process and if your application is unsuccessful, 12 months after the closure of the vacancy and then destroyed securely.

I. Your rights

The GDPR has provided for data subject rights which include:

1. Right of Access – You have the right of access to information we hold about you.  We have up to one month to provide you with the information and at no cost to you. We will provide you with a copy of the information we hold that relates to you. For more information, please see our Data Subject Access Right Policy and Procedure.
2. Right to rectification or erasure – If you feel that any data we hold about you is inaccurate, you have the right to ask us to correct or rectify it.  You also have a right to ask us to erase information about you where you can demonstrate that the data we hold is no longer needed by us, or if you feel that we are unlawfully processing your data. Your right of rectification and erasure extends to anyone we have disclosed your personal information to and we will shall take all reasonable steps to inform them about your request.
3. Right to Restriction of processing – You have a right to request that we refrain from processing your data where you contest its accuracy, the processing is unlawful, where we no longer need the data but you require us to keep it for legal purposes or where we are considering any legitimate interest we may have for processing your personal data.
4. Right to object – you have a right to object to our processing of your personal data where the basis of the processing is our legitimate interests including but not limited to direct marketing and profiling. 
5. Right to data portability - you have a right to receive any personal data that you have provided to us in order to transfer it onto another data controller where the processing is based on consent or performance of a contract and is carried out by automated means. This is called a data portability request. 
6. Rights related to automated decision-making, including profiling – you have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning him or her or similarly significantly affects him or her.
7. If you would like to exercise any of these rights, please contact the school's Data Protection Officer Mr. N Stott at dpo@wntai.co.uk (or by post care of 'WNTAI', The Grammar School at Leeds, Alwoodley Gates, Harrogate Road, Leeds, LS17 8GS).  
8. More information about your data protection rights can be found on the Information Commissioner’s Office (ICO) website (see link below). You also have a right to lodge a complaint about any aspect of how we are handling your data. You can do this by contacting the ICO at the address below:

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

0303 123 1113 | www.ico.org.uk

J. Withdrawing consent

Where you have provided your consent to the collection, processing and transfer of your personal data, you may withdraw that consent at any time. This will not affect the lawfulness of data processing based on consent before it is withdrawn.  To withdraw your consent please contact hrqueries@gsal.org.uk

K. What if you do not wish to provide personal data?

1. In order to process applications, you are required to provide the school with your personal data.
2. Certain information, such as contact details, your right to work in the UK and statutory employment checks, have to be provided to enable the school to effectively administer your application. If you do not provide this information, the school will not be able to administer your rights and fulfil obligations arising from the recruitment process.

L. Changes to this Privacy Notice

We may change this Privacy Notice from time to time. Any significant changes to the terms will be published on the school’s website and you will be notified of such changes. This notice was last updated in February 2019.