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HR and OD Recruitment Privacy Notice

Dorset County Council is the data controller for the information you provide during the recruitment process unless otherwise stated. If you have any queries about the process or how we handle your information, please contact us at hr_payrollsupport@dorsetcc.gov.uk

What will we do with the information you provide to us?

The information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will use the contact details you provide to us 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. 

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t. 

Application stage

If you use our online application system, this will be collected by a data processor on our behalf (please see below).

We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to this information.

You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.

We will ask whether you require support at interview because you have declared yourself as having a disability and wish to be given a guaranteed interview, under the Council’s commitment to be Disability Confident.’

Shortlisting

Our hiring managers shortlist applications for interview. They will not be provided with your equal opportunities information if you have provided it.

Assessments

We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these.  Al l information about you gathered through such a process will be retained for the same duration as all other information gathered as part of the recruitment process.

Conditional offer

If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability and suitability for the role to which they are appointed. 

You will therefore be required to provide: 

  • proof of your identity – you will be asked to attend our office with original documents of which we will take copies
  • proof of your qualifications – you will be asked to attend our office with original documents of which we will take copies
  • you will be asked to complete a criminal records declaration to declare any unspent convictions
  • we will provide your email address to complete an application for a Basic Criminal Record check via the Disclosure and Barring Service, if it is a requirement of the role
  • we will contact your referees, using the details you provide in your application, directly to obtain references
  • we will also ask you to complete a questionnaire about your health. This is to establish your fitness to work
  • we will require your bank details, your tax declaration and/or P45 details, as well as some essential previous pension membership information in order to process salary payments

Once you commence employment, we will also ask you for the following:

  • emergency contact details – so we know who to contact in case you have an emergency at work

Use of data processors 

Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do so. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the

Occupational Health

If you are invited to interview, we will provide a medical questionnaire.  If we make you a conditional offer we will ask that you complete this questionnaire which will help to determine if you are fit to undertake the work that you have been offered, or advise us if any adjustments are needed to the work environment or systems so that you may work effectively.

The information you provide will be held by the County Council’s Occupational Health Team who will provide the hiring manager with a fit to work certificate or a report with recommendations. You are able to request to see the report before it is sent to them. If you decline for the hiring manager to see it, then this could affect your job offer. If an occupational health assessment is required, this is likely to be carried out by the County Council’s Occupational Health Team or on occasion OH Assist, the County Council’s external occupational health specialists.

How long is the information retained for?

If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the recruitment campaign. 

Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the campaign.

Equal opportunities information is retained for 6 months following the closure of the campaign whether you are successful or not.

The Recruit System will provide us with anonymised management information about our recruitment campaigns. This is anonymised information which tells us about the effectiveness of campaigns, for example, from which source did we get the most candidates, equal opportunities information for monitoring purposes. This anonymised information will be retained for 6 years from the end of the campaign.  Completed electronic application forms will be archived 6 months from the closure of the campaign and will be deleted 12 months later.

Jobseekers can remove their information from the Recruit system at any time by using the password protected delete facility that is present on the account dashboard menu.  To cater for those account holders who simply abandon their accounts, Recruit runs a housekeeping routine that sends emails to account holders shortly before the anniversary of the creation of the account, advising that their account will be deleted if the job seeker does not explicitly confirm the continuance of the account.  If the account holder does not confirm that they wish the account to remain active, the entire account will be deleted including all personal data and education / employment histories.

How we make decisions about recruitment?

Final recruitment decisions are made by hiring managers.  The information gathered during the application process is taken into account.

You are able to ask about decisions made about your application by speaking to the recruiting manager.

Your rights

Under the General Data Protection Regulations 2018, you have rights as an individual which you can exercise in relation to the information we hold about you.

You can read more about these rights

Complaints or queries

Dorset County Council tries to meet the highest standards when collecting and using personal information For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Dorset County Council’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

If you want to make a complaint about the way we have processed your personal information, you can contact data.protection@dorsetcc.gov.uk

Access to personal information

Dorset County Council tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the General Data Protection Regulations 2018. If we do hold information about you we will:

  • give you a description of it
  • tell you why we are holding it
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form


To make a request to the county council for any personal information we may hold you need to put the request in writing addressing it to our Data Protection department, or writing to the address provided below.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the Data Protection department.

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General data protection regulation (GDPR)

We will only use the personal information supplied by you in accordance with GDPR. By giving us this information you are consenting to such use as set out in our privacy notice.