Careers at Carmel College

Carmel College (“we”, “us”) are committed to protecting and respecting your privacy. This Privacy Notice sets out the basis on which the personal data collected from you, or that you provide to us, will be processed by us in connection with our recruitment processes.

For the purpose of the General Data Protection Regulation (“GDPR”) the Data Controller is Carmel College.

We use Pinpoint, an online software product provided by The Infuse Group Ltd (t/a Pinpoint Software), to assist with our recruitment process. We use Pinpoint to process personal information as a data processor on our behalf. Pinpoint is only entitled to process your personal data in accordance with our instructions

Data Protection Officer: Michelle Williams, Vice Principal, Carmel College, Prescot Road, St Helens, WA10 3AG

HR Data Owner: Lyndsay Bagley, HR & Payroll Manager, Carmel College, Prescot Road, St Helens, WA10 3AG

As part of any recruitment process, Carmel College collects and processes personal data relating to job applicants. Carmel College is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations under the General Data Protection Regulation.

Your Personal Information

Information we collect from you

The organisation collects a range of information about you. This includes,

your name, address and contact details, including email address and telephone number;
details of your qualifications, skills, experience and employment history;
information about your current level of remuneration, including benefit entitlements;
whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process;
information about your entitlement to work in the UK;
identification to be able to complete a DBS application and
equality & diversity monitoring information, including information about your ethnic origin, sexual orientation, health, and religion or belief.

Carmel College collects this information in a variety of ways. For example, data might be contained in application forms, CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including selection tests.

Carmel College will also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. Carmel College will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

Uses made of your information

Lawful basis for processing

We rely on legitimate interest as the lawful basis on which we collect and use your personal data. Our legitimate interests are the recruitment of staff for our business.

Purposes of processing

Carmel College needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.

In some cases, Carmel College needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.

Carmel College has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the organisation:

to manage the recruitment process, assess and confirm a candidate's suitability for employment and
decide to whom to offer a job. Carmel College may also need to process data from job applicants to
respond to and defend against legal claims.

Where Carmel College relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of employees or workers and has concluded that they are not.

Carmel College processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.

Where Carmel College processes other special categories of data, such as information about key characteristics such as ethnic origin, sexual orientation, health or religion or belief, this is for Equality & Diversity monitoring purposes.

Carmel College is obliged to seek information about criminal convictions and offences. Where Carmel College seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.

Carmel College will not use your data for any purpose other than the recruitment exercise for which you have applied.

Automated decision making

Recruitment processes are not based solely on automated decision-making.

Who has access to your data?

Your information may be received through a recruitment website, for example FE Jobs, your data is protected by their privacy statement.

Your information will be shared internally for the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.

We will not share your data with third parties unless your application for employment is successful and it makes you an offer of employment. We will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.

We will not transfer your data outside the European Economic Area.

How do we protect your data?

We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused, or disclosed, and is not accessed except by our employees in the proper performance of their duties. The recruitment process is administered using CINTRA HR/Recruitment system and is accessed through secure password controls. Personal details are accessed by HR only, all other data is anonymised.

For how long does Carmel College keep your data?

If your application for employment is unsuccessful, Carmel College will hold your data on file for six months after the end of the relevant recruitment process. At the end of that period, your data is deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

Your personal information will be deleted on one of the following occurrences:

Deletion of your personal information by you via the Manage Your Data tool or
Receipt of a written request by you to us.

Your rights over your personal information

As a data subject, you have a number of rights. You can:

access and obtain a copy of your data on request
require the college to change incorrect or incomplete data
require the college to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
object to the processing of your data where the college is relying on its legitimate interests as the legal ground for processing
ask the college to stop processing data for a period if data is inaccurate or there is a dispute about whether your interests override our legitimate grounds for processing the data
the right to make a complaint to the Information Commissioner’s Office (ICO) if you are unhappy about the way your personal data is being used – please refer to the ICO’s website for further information about this (https://ico.org.uk/)

If you would like to exercise any of these rights, please contact HR Department at hr@carmel.ac.uk or call 01744 452312. You can make a subject access request by making a formal subject access request to the Data Protection Officer, Michelle Williams.

If you believe that Carmel College has not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to the organisation during the recruitment process. However, if you do not provide the information, Carmel College may not be able to process your application properly or at all.

You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.