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Trent & Dove Housing​ Privacy Statement

The following privacy notice explains in further detail how Trent & Dove Housing Ltd, protects personal data gathered and processed for the purposes of recruitment.  Our overarching Privacy Notice can be found on our website (https://www.trentanddove.org/privacy-notice/).

As defined by the General Data Protection Regulation (GDPR) Trent & Dove Housing 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

What information do we collect from you?

We collect information that is specifically provided by you as part of an application process. We will collect the following (but not limited to):

• Name, address, email and contact telephone and/or mobile number
• CV (where applicable)
• Equal opportunities monitoring information 
• Answers to application questions
• Any other information you wish to provide in support of your application
• Health information if you require specific provisions to made.

We are using Contract as our legal basis for processing, which means we can use your details and information so that we may assess your suitability for employment with us, as well as carry out our statistical analysis of recruitment.

Why do we collect this information (purpose)?

Most of the information we need is necessary in order for you to register and to apply for a vacancy advertised.  

• We will use the information to process your application as part of our selection and shortlisting process, and to communicate with you regarding the progress of your application. 

• If you have chosen to request alerts for when vacancies become available, then we will also use your contact email so that you can receive notifications on relevant jobs you are seeking.

• Additional arrangements where necessary if you require specific provisions for health reasons, for example, access requirements for interview.

Under data protection law we can only process information if we have a legal basis for doing so.  The legal basis for the purposes of recruitment is contract and our compliance with legal obligations associated with employment.

When we ask for information which is about our equal opportunities monitoring, you can decide if you wish to provide this information.  If you are happy to provide this information, it will be collected anonymously, and used for statistical analysis. 

How long do we keep hold of your information?

We will store your application data for 13 months after the recruitment exercise has finished (vacancy has closed). After this period, it will be fully anonymised.

All personal data is deleted once the retention period has expired.  We do retain statistics regarding our recruitment activities however this information is anonymous.

How can I access the information you hold about me?  #

In order to access your information after you have registered you will be able to review your personal information, correct and update your personal profile.  You will also be able to withdraw your details at any time.    You can access your account by using your secure login.

If you have provided candidate information, you can also use the Download Data feature to generate an XML file of the current data we hold on you.
 

Your Rights

Access, updating details and withdrawing your information form part of your rights under data protection legislation.  There are further rights all of which have been listed below, however some may not be relevant and will be dependent on the purpose of your contact with us.   You can read more about your rights and how to exercise them in our Data Subject Rights Procedure. 

You have the following rights in relation to the way in which we deal with your personal data:
 

• the right to be informed about how we are using your data
• the right to rectification if information is inaccurate or out of date
• the right to access the information we hold about you.  This is known as a Subject Access Request.
• the right of erasure – you have a right to have your data to be erased from our systems
• the right to object or restrict processing of your data
• the right of data portability - to obtain and reuse your personal data
• the right to withdraw your consent – if we have directly asked for your consent you have a right to withdraw it.

If you are not satisfied by our actions, you can seek recourse by raising a complaint.   If you remain dissatisfied, you have the right to refer the matter to the Information Commissioner (https://ico.org.uk/) or seek recourse through the courts.

Protecting your Information 

We have in place reasonable commercial standards of technology and operational security along with internal policies and procedures to protect all information provided by visitors and applicants from loss, misuse, alteration or destruction. 

Only authorised personnel have access to personally identifiable information submitted through the website.  Such employees are required to maintain the confidentiality of this sensitive data. 

Changes to our Privacy Policy

 
This Privacy Notice will be regularly reviewed and updated to reflect changes either to the way in which we operate or use personal data or changes to data protection legislation.