Premises Assistant

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Initio Learning Trust Privacy Statement

As part of the registration process, you should have read our Candidate Account Privacy Notice. We also need you to know how we process your application data for this vacancy.

The following explains how we, Initio Learning Trust (Data Controller) intend to use the information you provide in your application, along with your rights, our reasons for requesting it and who will have access to it.

Who collects this information

In accordance with the General Data Protection Regulation (GDPR), Initio Learning Trust 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 (4th Floor Heathrow Approach, 470 London Road, Slough, SL3 8QY). They are defined as a Data Processor under the GDPR. They will only process your data in accordance with our instructions.

Who collects this information

In accordance with the UK General Data Protection Regulation (UK GDPR), Initio Learning Trust 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 is supplied by Iris Software Group Limited (4th Floor Heathrow Approach, 470 London Road, Slough, SL3 8QY). They are defined as a Data Processor under the UK GDPR. They will only process your data in accordance with our instructions.

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, telephone number

● CV (if applicable)

● Equal opportunities monitoring information (defined as special categories data) - this information is anonymised, and is purely for statistical analysis and monitoring purposes

●  Answers to application questions

●  Any other information you wish to provide in support of your application.

In line with current safer recruitment guidance, we may collect further information for applicants who are shortlisted for interview including criminal record and social media checks, references and verification of qualifications.

We may also ask about details of any conduct, grievance or performance issues, appraisals, time and attendance from referees provided by you.

How we use your information

We will only use your personal information when the law allows us to. Most commonly, we will use your information in the following circumstances:

● Where we need to take steps to enter into a contract with you

● Where we need to comply with a legal obligation (such as health and safety legislation, under statutory codes of practice and employment protection legislation)

● Where it is needed in the public interest or for official purposes

● Where it is necessary for our legitimate interests (or those of a third party) and your interests, rights and freedoms do not override those interests

● Where you have provided your consent for us to process your personal data

● Where it is relevant to inform the recruiting manager of potential reputational damage and/or safeguarding concerns obtained from online searches.

Why do we collect this information and who do we share it with?

Details you provide in this application:

● Will be held on our computer systems and may be downloaded by us

● Will be used to deal with your application including obtaining references

● Will be made available to us and our processors

● Will be used for communication with you regarding the vacancy

● Will be used to satisfy legal requirements

● Will be used for statistical analysis

● Will be held and may be used to contact you about other vacancies.

Generally the purpose of us collecting your data is to enable us to facilitate safer recruitment and determine suitability for the role.

If you fail to provide certain information when requested, we may not be able to take the steps to enter into a contract with you (for example if incorrect references are provided), or we may be prevented from complying with our legal obligations (such as to determine suitability to work with children).

We also collect data in order to carry out equal opportunities monitoring and to ensure appropriate access arrangements are put in place if required.

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

We will store your application data for 6 months from the date that your application is submitted. After this period, it will be fully anonymised.

How can I access the information you hold about me? Your rights

As part of the application process, you have set up a candidate account in Networx. Networx is dedicated to providing reasonable access to visitors who wish to review the personal information retained when you apply via their website site and correct any inaccuracies it may contain.

Once registered, you may access your profile, correct and update your details, or withdraw your details at any time. To do this, you can access your personal profile by using the secure login. In all cases we will treat requests to access information or change information in accordance with applicable legal requirements.

You have the following rights in relation to the way in which we, and Networx (acting as our data processor) deal with your personal data:

● the right of erasure or to be forgotten

● the right to rectification if information is inaccurate or out of date

● the right of data portability (to obtain and reuse your personal data)

● the right to object to networx and the controller and processors handling of your personal data

● the right to withdraw your consent with regards to the handling of your personal data

● you have the right to ask for a copy of the information we hold about you (Subject Access Request - SAR)

● You have the right to lodge a complaint with a supervisory authority - the ICO.

Within your candidate account, you can also use the Download Data feature to generate an XML file of the current data we hold on you that you have provided and/or have access to within the account.

Where you exercise your right to object or withdraw your consent we may process your personal data without your knowledge or consent where we are permitted or required by law or regulatory requirements to do so. In such a case, we will not process more personal data than is required under the circumstances.

We have appointed a Data Protection Officer (DPO) to oversee compliance with data protection and this privacy notice. If you have any questions about how we handle your personal information which cannot be resolved by the trust, then you can contact the DPO on the details below:

Data Protection Officer: Tracy Broadbent

Address: Allenbourn Middle School, East Borough, Wimborne, BH21 1PL

Email: privacy@initiolearning.org

Telephone: 07761 045361

You have the right to make a complaint at any time to the Information Commissioner’s Office, the UK supervisory authority for data protection issues. They can be contacted in the following ways:

Via the Website: https://ico.org.uk/ 

In writing to: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Initio Learning Trust can exercise the right to update this policy as and when required.