Job applicants
What information is being collected?
1. Name
2. Contact Details (postal address, home and mobile phone numbers, email address)
3. National Insurance Number
4. Employment History
5. Referee Details
6. Equal Opportunities Monitoring Details
7. Information about your qualifications, skills and competencies
Who is collecting it?
Fermanagh and Omagh District Council is the Data Controller which means we determine how the information is collected, used, protected and shared where appropriate.
How is it collected?
· Online Application
If you use our online application system, this will be collected by a data processor (Hallmark) on our behalf.
Why is it being collected?
The information we ask for is used to assess your suitability for employment in the position applied for. You don’t have to provide what we ask for but it might affect your application if you don’t. The legal basis we rely on for processing your personal data is article 6(1)(c) of the GDPR which means that processing is necessary for compliance with the Employment Act (NI) 2016 to which we are subject to.
How will it be used?
We will use the details you provide to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for at the following stages:-
– Application Stage
Using our online application system, this will be collected by a data processor (Hallmark) on our behalf. Our recruitment team will have access to all the information you provide.
– Shortlisting Stage
Our recruitment panel shortlist applications for interview. Prior to shortlisting applications they will be provided a list of applicant names to ensure there is not a conflict of interest. The recruitment panel will only be provided the shortlisting section of the application form and will not be able to link this to the applicant names.
– Assessments
An assessment may form part of the recruitment process. This may be carried out by a data processor on our behalf and, where applicable, such information will be provided to applicants.
– Interview Stage
If your application successfully meets the shortlisting criteria, you will be invited to attend interview. The recruitment panel will make notes of your responses provided throughout the interview.
– Reserve Lists
If you are unsuccessful following interview for the position you have applied for, but have been recommended as a reserve candidate, your details will be retained on our reserve tracker for a period of six to twelve months. We will proactively contact you should any further suitable vacancies arise.
– Conditional Offer
If you are deemed successful at interview you will receive an offer of employment and will be required to provide:
· Signed acceptance of the job offer
· If applicable, proof of your qualifications/driving licence
· Complete a criminal records declaration to declare any unspent convictions and/ or you may be required to complete a Basic or Enhanced Criminal Record check via Access NI, which will verify your declaration of spent/unspent convictions
· We will contact the referees you nominate to provide references on your behalf, following conditional offer of employment
· You will be required to complete a questionnaire about your health. This is to establish your fitness to work. This is done through a data processor (Blackwell Associates).
· Proof of your right to work in the UK
· New Employee Form- Details required to set you up as an employee, including contact and next of kin (so we know who to contact in case you have an emergency at work), information for payroll processing and to set you up as a NILGOSC pension scheme member.
Who will it be shared with?
Internally
· Internal Recruitment Panel – The recruitment panel will only have access to the shortlisting section of the application form at the point of shortlisting. At interview stage the panel will have your full application form.
· The Council’s Data Science and Intelligence Team for performance management reporting.
· Human Resources Department – The Human Resources department will have access to all the information you provide in your application form throughout the recruitment process.
Data Processers
· Hallmark – The information you provide on your application form will be collected by a data processor (Hallmark) on our behalf.
· Assessments by an external supplier – If an assessment is required as part of the recruitment process, this may be carried out by a data processor on our behalf. Only applicant names will be provided in this instance.
How long will it be retained for?
Information from the recruitment process will be retained for a period of 3 years in line with the Council’s Records Retention and Disposal Schedule.