Vision and values

Integrity

Possibilities

People

Equality and diversity

About our digital teams

About you

Who does a digital archivist work with?

Tools of the trade

The data

We will process the following personal data: 

When you create an account:

• name
• email address
• your employer (If applicable)

• name
• email address
• your employer (If applicable)

When you view a job advert we may automatically collect:

• your referral source - the website where you saw the job advert
• details of the pages you have viewed - including how long you spend on a page, and which links you select
• information about your computer - such as the web browser used and device type
• your approximate geographic location based on your IP address

When you make an application we may ask for:

• full contact details, including address, and mobile phone number
• eligibility - nationality and immigration status
• employment history 
• qualifications, licences and professional memberships
• diversity and inclusion information
• CV and personal statement
• Disability and reasonable adjustment requirements
• whether or not you are a Military veteran

When you are invited to an interview we may ask you to provide:

• evidence of your identity and right to work - such as your passport, utility bills or other documentation

When you undergo pre-employment checks we may ask for:

• Nationality and right to work information
• contact details for your referees
• date of birth
• details of any self-employment
• passport details
• driving licence details
• previous names you have been known by
• workplace discipline information
• criminal history

In order to help test the effectiveness and fairness of new questions for our online tests, you may be presented with a few trial questions as part of your online test and/or you may be contacted to complete a separate trial test.

When you contact us with feedback or an enquiry we will process:

• your email address
• the details of your request

Purpose

The purposes for which we are processing your personal data are: 

• to manage recruitment. This includes a job board, online application service, interview scheduling, and pre-employment checking service
• to assess your suitability for a role
• to enable the creation of user accounts
• to provide updates on the recruitment process
• to offer a job alert email service
• to provide technical support to candidates and recruiters
• to send your contract of employment to your email address, if the employing department chooses this as an option
• to monitor the effectiveness of recruitment processes - this could include statistical analysis of system usage, or research into the experience of applicants and other system users, or analysing referral sources to see which provide the most diverse applicants
• to undertake pre-employment checking and onboarding activity before you start in a role)
• to complete a 'fit-for-work' disclaimer in regards to the COVID-19 pandemic
• to comply with the Baseline Personnel Security Standard (BPSS) which consists of:
  • verification of identity 
  • verification of nationality and immigration status - including entitlement to undertake the work in question
  • verification of employment history - through cross-referencing information through references 
  • verification of criminal record (unspent convictions) 
  • additional verification - only applies where additional verification or assurance is required

Legal basis of processing 

The legal basis for processing your personal data is: 

• Contractual: it is necessary for the performance of a contract to which you are a party - an employment contract. This relates to information that we need to recruit and employ you.
• Contractual: it is necessary in order to take steps at your request prior to entering into a contract for employment. This relates to information that we collect as part of the application and selection process.
• Legal obligation: it is necessary to comply with a legal obligation placed on us as the data controller - we are required to report on equality of opportunity; and onboarding processes have specific requirements
• Sensitive personal data is personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation. 

The legal basis for processing your sensitive personal data is: 

• it is necessary for the purposes of performing or exercising our obligations or rights as the controller, or your obligations or rights as the data subject, under employment law, social security law or the law relating to social protection. External recruitment is required to follow the Recruitment Principles. Personal data is processed to ensure that these requirements are met. We are required under the Equality Act 2010 to make appropriate reasonable adjustments for candidates with a disability. 
• processing is of a specific category of personal data and it is necessary for the purposes of identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people specified (in paragraph 8(2) of Part 2 of Schedule 1 to the Data Protection Act 2018) in relation to that category with a view to enabling such equality to be promoted or maintained; and it is not carried out for the purposes of measures or decisions with respect to a particular data subject; and you have not declined consent; and you have not given notice that you do not wish your data to be processed for these purposes; and the processing is not likely to cause substantial damage or substantial distress to an individual. Diversity and inclusion data is used anonymously: ethnicity, religion, community background, and sexual orientation. 
• it is necessary for archiving purposes, scientific or historical research purposes or statistical purposes, and it is in the public interest. Analysis of applications and recruitment outcomes (including online tests), impact on protected groups, timescales for recruitment, and other research may be carried out.

The processing by us of personal data relating to criminal convictions and offences or related security measures is not carried out under official authority, but is authorised because it meets the following condition:

• it is necessary for reasons of substantial public interest. This is ensuring that individuals with access to official information and assets will meet the required standards of propriety.

Recipients

Your personal data will be shared by us with: 

Account data:

• our technical supplier and their approved staff
• our technical supplier's hosting provider
• profiles may be shared with departments who have vacancies available

Once you have made an application, your information may be shared with:

• approved staff managing vacancies (including recruiters and interview panel members)
• the recruiting departments or profession
• our technical supplier and their hosting provider
• Customer relationship management system
• Email survey tools
• Providers of individual leadership assessments, psychometric tests and staff engagement exercises

If you meet the required standard but the recruiting department is unable to offer you the job, you may be given the option of being added to a reserve list. Reserve lists may be shared with other Hall Of Fame Collection departments who are recruiting for similar roles.

If you undergo pre-employment checks prior to appointment, your data may be shared with:

• Customer relationship management system
• criminal record checks
• the recruiting department 
• the recruiting department’s shared service provider (if a third party supplier is used)

If you request support with your application or for a technical issue:

• approved staff from our technical supplier
• customer relationship management system
• project management tools
• technical suppliers of online tests

As your personal data will be stored on our IT infrastructure it will also be shared with our data processors who provide email and document management and storage services to us. 

Retention

Your personal data will be kept by us for the following durations:

Application records and associated files (including CVs, letters, emails, criminal history certificates, comment and feedback) will be deleted 2 years after the vacancy is archived. A vacancy becomes archived when there are no active applications and either:

• the vacancy is manually archived by a recruiter; or 
• the vacancy is automatically archived 1 year after the advertised closing date.

Candidate accounts - you can, at any time, choose to close your account. This will:

• withdraw any active applications
• delete partially-completed applications which haven’t been submitted
• disable the automatic sending of job alerts

Closed accounts are deleted and cannot be restored, however previously submitted applications will be retained until deletion for the period described above.

Candidate accounts that are active will remain in the system unless the candidate deletes them (or makes a request for deletion). An account will become inactive if the user has not logged in for two years. 

Vacancy manager accounts

Automated decision making 

Your personal data will be subject to automated decision making when online psychometric tests are used.

Some vacancies use online psychometric tests in the early stages of recruitment. Three tests are commonly used: Verbal Reasoning, Numerical Reasoning and the Judgement Test. 

Decisions are made on who to invite to later stages based on automated scoring and sifting processes. In addition, test scores and other applicant data are regularly captured for statistical and research analysis purposes.

Your score is calculated from the responses you give during the test, and no other information about you is used. We compare your score to those gained by a peer group who previously took the test, to give you a percentile. The vacancy will have a minimum percentile requirement, and if your score is lower than this, you will be rejected and your application will not be considered further.

Your rights

You have the right to request information about how your personal data is processed, and to request a copy of that personal data. 

You have the right to request a copy of any personal data you have provided, and for this to be provided in a structured, commonly used and machine-readable format. 

You have the right to request that any inaccuracies in your personal data are rectified without delay. 

• you can edit your contact details
• you can also edit contact details on submitted applications
• to request corrections to an application you have submitted, email the contact listed on the advert for that vacancy - however only minor updates are usually considered

You have the right to request that any incomplete personal data are completed, including by means of a supplementary statement. 

• you can add additional contact details 
• in most cases, you will be unable to submit an application if mandatory information is missing
• please check your application carefully before submitting it, as your application will be assessed on the information you provide at that point

You have the right to request that your personal data is erased if there is no longer a justification for it to be processed. 

• you can close your application request at any time - this will:
  • withdraw any submitted applications
  • delete any unsubmitted applications
  • stop job alerts being sent to you
  • delete your account data
  • any applications you have made in the past will be kept for audit purposes under our data retention policy

You have the right in certain circumstances (for example, where accuracy is contested) to request that the processing of your personal data is restricted. 

• if your data is restricted from processing, you cannot be considered for a job
• if your request relates to an application, email the contact listed on the job advert

• your data is not processed for direct marketing purposes

You have the right to object to the processing of your personal data.

• you can object to processing, although you will then be unable to be considered for a job

You have the right, in relation to automatic profiling, to obtain human intervention in the outcome, to express your point of view, and to contest the decision reached by automatic profiling. 

• you can email the contact listed on the advert for the job you have applied for

International transfers

As your personal data is stored on our IT infrastructure, and shared with our data processors who provide email, and document management and storage services, it may be transferred and stored securely offsite. Where that is the case it will be subject to equivalent legal protection through the use of Model Contract Clauses.

Updates to this notice

If this privacy notice changes in any way, we will place an updated version on this page. Regularly reviewing this page ensures you are always aware of what information we collect, how we use it, and under what circumstances we will share it with other parties.