Data controller: Orchestras for All (OFA)
As part of any recruitment process, OFA collects and processes personal data relating to job applicants. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does OFA collect?
OFA 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
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
OFA may collect this information in a variety of ways. For example, data might be contained in application forms or CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.
In some cases, OFA may collect personal data about you from third parties, such as references supplied by former employers and criminal record checks via the Disclosure and Barring Service in line with OFA’s Safeguarding and Child Protection policy. The organisation seeks information from third parties with your consent only.
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).
Why does OFA process personal data?
OFA needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you.
In some cases, OFA 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.
OFA 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. OFA may also need to process data from job applicants to respond to and defend against legal claims.
OFA may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. It may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who
email@example.com | www.orchestrasforall.org | 0207 267 4141
Orchestras for All is registered with the Charity Commission in England and Wales (1150438)
have a disability. OFA processes such information to carry out its obligations and exercise specific rights in relation to employment.
For some roles, OFA is obliged to seek information about criminal convictions and offences. Where OFA 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.
If your application is unsuccessful, OFA may keep your personal data on file in case there are future employment opportunities for which you may be suited. OFA will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.
Who has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of senior management and interviewers involved in the recruitment process.
OFA will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The organisation 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.
OFA will not transfer your data outside the European Economic Area as outlined in our Data Protection Policy.
How does OFA protect data?
OFA takes the security of your data seriously. It has 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. For more information, see the OFA Data Protection Policy.
For how long does OFA keep data?
If your application for employment is unsuccessful, OFA will hold your data on file for six months after the end of the relevant recruitment process. If you agree to allow OFA to keep your personal data on file, OFA will hold your data on file for a further three years for consideration for future employment opportunities. At the end of that period or once you withdraw your consent, 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.
As a data subject, you have a number of rights. You can:
access and obtain a copy of your data on request
require the organisation to change incorrect or incomplete data
require the organisation 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 organisation is relying on its legitimate interests as the legal ground for processing
If you would like to exercise any of these rights, please contact OFA’s Team Coordinator at firstname.lastname@example.org or on 0207 267 4141.
If you believe that OFA 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 OFA during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all.