Equation Recruitment Privacy Notice

Employees

Purpose and legal basis for processing 

Our purpose for processing this information is to assess your suitability for a role you have applied for.

The legal basis we rely on for processing your personal data is article 6(1)(b) of the GDPR and on occasion it may be in our legitimate interests to process employees’ personal data in accordance with article 6(1)(f), which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract. The legal basis we rely on to process any information you provide as part of your application which is special category data, such as health, religious or ethnic information is article 9(2)(b) of the GDPR, which also relates to our obligations in employment  and the safeguarding of your fundamental rights and article 9(2)(h) for assessing your work capacity as an employee. And Schedule 1 part 1(1) and (2)(a) and (b) of the DPA2018 which relates to processing for employment, the assessment of your working capacity and preventative or occupational medicine.

What will we do with the information you give us? 

We’ll use all the information you provide during the recruitment process to progress your application with a view to offering you an employment contract with us, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide with any third parties for marketing purposes.

We’ll use the contact details you give us to contact you to progress your application. We’ll use the other information you provide to assess your suitability for the role.

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 keep it longer than 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 may affect your application if you don’t.

Application stage

We ask you for your personal details including name and contact details. We’ll also ask you about previous experience, education, and for answers to questions relevant to the role. Only our HR lead will have access to all this information.

The data on this form will be processed by Equation’s HR Lead and will be stored electronically on our intranet site (SharePoint cloud storage). The information will only be shared with employees involved in the recruitment process. We will not share your information with any other organisation.

You will also be asked to provide equal opportunities information. This is not mandatory – if you don’t provide it, it won’t affect your application. We won’t make the information available to anyone other than our HR lead. Any information you provide will be used to produce and monitor equal opportunities statistics and the form destroyed after processing.

Shortlisting

Only those team members involved in each recruitment will shortlist applications for interview. They will not be provided with your name or contact details or with your equal opportunities information if you have provided it.

Assessments

We might contact you by phone for further discussion of your application, ask you to complete tests, prepare a presentation and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by the Equation until the application forms are destroyed.

If you are unsuccessful after assessment for the role, we may ask if you would like your details retained for future opportunities. If you say yes, we would proactively contact you should any further suitable vacancies arise.

Conditional offer

If we make a conditional offer of employment, we’ll 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 must confirm the identity of our staff and their right to work in the United Kingdom, and seek assurance as to their trustworthiness, integrity and reliability.

You must therefore provide:

proof of your identity – you will be asked to attend our office with original documents; we’ll take copies
• proof of your qualifications – you will be asked to attend our office with original documents; we’ll take copies
• a criminal records declaration to declare any unspent convictions
• For certain roles we will need documentation and information to complete an application for an enhanced Criminal Record check via the Disclosure and Barring Service.

Details of 2 referees who we will contact directly to obtain references
• We may also ask you to complete a questionnaire about your health to establish your fitness to work.

If we make a final offer, we’ll also ask you for the following:

bank details – to process salary payments

HMRC documentation to ensure accurate tax payments, NI number

Membership of the People’s Pension scheme or a pension scheme of your choice – so we can determine your eligibility and ensure appropriate benefits are arranged

Emergency contact(s) in case of accident, illness or incident where you require additional support for your health and wellbeing. You should ensure that the nominated person has given their consent for Equation to hold their details for this purpose. This information is optional, but where need arises and information has not been given, Equation would be unable to make contact on your behalf.

Any personal or medical information you wish to share and who you are happy to include, e.g. an allergy, precautions required, possible reactions and action required – you may wish to share with managers, close colleagues or the wider team depending on severity – for your safety and wellbeing.

After your start date

Our Code of Conduct requires all staff to declare if they have any potential conflicts of interest. If you complete a declaration, the information will be held on your personnel file. You will also need to declare any secondary employment.

Following recruitment there is some data that Equation will collect from employees for day to day involvement with Equation:

Personal mobile number and email address to be shared with relevant team members

Photographs of volunteers during Equation work to be able to use for marketing purposes.

Birthday to add to Equation birthday list to be used for internal celebrations only.

The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR. You do not need to give your consent to be employed and you can withdraw your consent at any time.

Throughout your employment the following records will be stored on Sharepoint as part of your personnel record, to record ongoing employment history and progression and serve as an aide memoire for employer and employees. Records will be accessible by Equation managers, HR Lead and the individual employee (excepting individual documents which are sensitive in nature or include information concerning other employees). The finance officer will have access to matters relevant to your contract and salary and may share this information with our pay services provider, CA Plus:

Contracts, letters and communications

Employment history at Equation – dates, roles, hours worked

Workforce development and training undertaken

Supervision and performance records, meetings notes, including annual review feedback from colleagues

Records relating to disciplinary process and employee grievances

Timesheets, annual leave request sheets and attendance records

Sickness records – SSP and additional pay calculations, leave taken and certification from self/doctor

Maternity pay records – SMP and additional pay calculations, MATB1 certificate or other medical evidence as required

Paternal leave – records of time taken and pay

Results of surveys undertaken from time to time, e.g. satisfaction survey, equality and diversity monitoring. Participation is optional and feedback is usually anonymous

How long is the information kept for?

For unsuccessful applicants information supplied will be kept for 1 year to enable any queries regarding the recruitment process to be dealt with and then be disposed of confidentially.

For successful applicants data will be transferred to a personnel file.

When an employee leaves Equation all business records will be kept for 6 years.

How we make decisions about recruitment

Final recruitment decisions are made by the recruitment panel for that role. We take account of all the information gathered during the application process.

You can ask about decisions on your application by speaking to your contact in the recruitment panel or by emailing admin@equation.org.uk

Your rights

You have the right to object to our processing of your data but it may impact on being able to assess your suitability for employment.

Do we use any data processors?

Yes – we use several processors to provide elements of our recruitment service for us.

We may at times use a recruitment agency to identify suitable individuals for a role. They will collect application information and may ask you to provide a work reference. You would need to check with the recruitment agency their privacy notice and retention details.

If you are employed by us, relevant details about you will be provided to CAPlus who provide our payroll services. This will include your name, bank details, address, date of birth, National Insurance Number and salary.

Likewise, your details will be provided to The Peoples Pension who provide our pension scheme. You will be auto-enrolled into the pension scheme and the details provided to The Peoples Pension will be your name, date of birth, National Insurance number and salary.

Freelance facilitators

Equation has a number of freelance facilitator roles within the organisation including training, children and young people’s projects, reflective practice. When an individual applies for a freelancer role we will need to process their data.

Purpose and legal basis for processing

Our purpose for processing this information is to assess your suitability for becoming a freelance facilitator.

The legal basis we rely on for processing your personal data is article 6(1)(b) of the GDPR, which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract. The legal basis we rely on to process any information you provide as part of your application which is special category data, such as health, religious or ethnic information is article 9(2)(b) of the GDPR, which also relates to our obligations in employment  and the safeguarding of your fundamental rights and article 9(2)(h) for assessing your work capacity.

What will we do with the information you give us?

We’ll use all the information you provide during the assessment process to progress your application with a view to offering you Service Level Agreement with us to provide facilitation services, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide with any third parties for marketing purposes.

We’ll use the contact details you give us to contact you to progress your application. We’ll use the other information you provide to assess your suitability as a freelance facilitator.

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 keep it longer than 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 may affect your application if you don’t.

Application stage

Shortlisting

Only those team members involved in each assessment will shortlist applications for interview. They will not be provided with your name or contact details or with your equal opportunities information if you have provided it.

Assessments

We may ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; attend an interview; or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by us.

If you are unsuccessful after assessment for the role, we may ask if you would like your details retained for future opportunities. If you say yes, we wouldwill proactively contact you should any further suitable vacancies arise.

Conditional offer

If we make a conditional offer of freelance work, we’ll 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 must confirm the identity of our staff and their right to work in the United Kingdom, and seek assurance as to their trustworthiness, integrity and reliability.

You must therefore provide:

proof of your identity – you will be asked to attend our office with original documents; we’ll take copies
• proof of your qualifications – you will be asked to attend our office with original documents; we’ll take copies
• a criminal records declaration to declare any unspent convictions
• For certain roles we will need documentation and information to complete an application for an enhanced Criminal Record check via the Disclosure and Barring Service.

Details of 2 referees who we will contact directly to obtain references
• We may also ask you to complete a questionnaire about your health to establish your fitness to work.

If we make a final offer, we’ll also ask you for the following:

bank account information

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

After your start date

Our Code of Conduct requires all team members to declare if they have any potential conflicts of interest. If you complete a declaration, the information will be held on your service provider file.

Following assessment there is some data that Equation will collect from freelance facilitators for day to day involvement with Equation:

Personal Mobile number and email address to be shared with relevant team members such as other freelance facilitators.

Photographs of freelance facilitators during Equation work to be able to use for marketing purposes.

The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR. You do not need to give consent and can withdraw your consent at any time.

How long is the information kept for?

For unsuccessful applicants we will hold applications for up to 1 year to allow for any complaints or claims to be processed.

For successful applicants data will be transferred to a service provider file.

How we make decisions about recruitment

Final recruitment decisions are made by the recruitment panel for that role. We take account of all the information gathered during the application process.

You can ask about decisions on your application by speaking to your contact in the recruitment panel or by emailing

Your rights

You have the right to object to our processing of your data but it may impact on being able to assess your suitability for freelance facilitator work.

Volunteering with Equation

Equation has a number of volunteer roles within the organisation including trustees, administration, fundraising, marketing and events.

Purpose and legal basis for processing

Our purpose for processing this information is to assess your suitability for a volunteer role you have applied for.

The legal basis we rely on for processing your personal data is

For events volunteers: is your consent under article 6(1)(a) of the GDPR. When we collect any information about dietary or access requirements we also need your consent (under article 9(2)(a)) as this type of information is classed as special category data.

For trustees and office volunteers: article 6(1)(b) of the GDPR, which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract. The legal basis we rely on to process any information you provide as part of your application which is special category data, such as health, religious or ethnic information is article 9(2)(b) of the GDPR, which also relates to our obligations in employment  and the safeguarding of your fundamental rights and article 9(2)(h) for assessing your work capacity.

What will we do with the information you give us?

We’ll use all the information you provide during the recruitment process to progress your application with a view to offering you a volunteer contract, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide with any third parties for marketing purposes.

We’ll use the contact details you give us to contact you to progress your application. We’ll use the other information you provide to assess your suitability for the role.

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 keep it longer than necessary.

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

Application stage

Shortlisting

Should there be a need for shortlisting only those team members involved in each recruitment will shortlist applications for interview. They will not be provided with your name or contact details or with your equal opportunities information if you have provided it.

Assessments

We may ask you to attend an interview where information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by us.

Conditional offer

If we make a conditional offer to become a volunteer, we’ll ask you for information so that we can carry out pre volunteering checks. You must successfully complete pre-volunteering checks to progress to a final offer. We must seek assurance as to their trustworthiness, integrity and reliability.

You must therefore provide:

Details of 2 referees who we will contact directly to obtain references
We may also ask you to complete a questionnaire about your health to establish your fitness to work.

After your start date

Our Code of Conduct requires all volunteers to declare if they have any potential conflicts of interest. If you complete a declaration, the information will be held on your personnel file.

Following recruitment there is some data that Equation will collect from volunteers for day to day involvement with Equation:

Personal Mobile number and email address to be shared with relevant team members

Photographs of volunteers during Equation work to be able to use for marketing purposes.

Birthday to add to Equation birthday list to be used for internal celebrations only.

The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR. You can withdraw your consent at any time.

Trustee volunteers

Trustees will need to complete and sign:

to state they are a “fit person” to take on the trustee role.

to register with Companies House

Equation will use name of trustees to update charities commission details on Equation.

How long is the information kept for?

For unsuccessful applicants we will hold applications for up to 1 year to allow for any complaints or claims to be processed.

For successful applicants data will be transferred to a personnel file.

How we make decisions about recruitment

Final recruitment decisions are made by the recruitment panel for that role. We take account of all the information gathered during the application process.

You can ask about decisions on your application by speaking to your contact in the recruitment panel or by emailing admin@equation.org.uk

Your rights

You have the right to object to our processing of your data but it may impact on being able to assess your suitability for volunteering.

Referees for job, freelance facilitator or volunteering applicants

Purpose and legal basis for processing

Our purpose for collecting this information is so we can assess an applicant’s suitability for employment, freelance work or volunteering with Equation.

The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR.

What we need

Name, organisation, relationship to the applicant, opinion on the applicant.

Why we need it

We need this information to confirm their employment record and to assess their suitability for a role with Equation.

What we do with it

The applicant will have supplied Equation with your name and contact details.

We’ll email you a standard form to complete explaining what we need and why. You do not have to complete the form if you do not wish to.

If you do consent and return the form it will be shared with the line manager for that role and saved in their personnel or service provider file.

How long we keep it

We will hold the reference for the length of an individual’s involvement with Equation.

What are your rights?

We rely on your consent to process the personal data you give us to facilitate the webinar. This means you have the right to withdraw your consent at any time. If you do that, we’ll update our records immediately to reflect your wishes.