Processing of (personal) data by the entity in charge of the online application process
ETF RECRUITMENT PRIVACY NOTICE
1 Introduction
1.1 This Privacy Notice provides individuals that engage with the Education and
Training Foundation’s (the ETF, we, us, our) recruitment processes with information
about how your personal data will be used, in compliance with the UK General Data
Protection Regulations (UK GDPR) 2018 and the Data Protection Act (DPA) 2018. The
ETF is a registered charity (registration no: 1153859) and a company limited by
guarantee (company registration number (England and Wales): 08540597). When
referring to the ETF, we also include our professional membership organisation, the
Society for Education and Training (SET).
Protection Act (DPA) 2018.
1 Introduction
1.1 This Privacy Notice provides individuals that engage with the Education and
Training Foundation’s (the ETF, we, us, our) recruitment processes with information
about how your personal data will be used, in compliance with the UK General Data
Protection Regulations (UK GDPR) 2018 and the Data Protection Act (DPA) 2018. The
ETF is a registered charity (registration no: 1153859) and a company limited by
guarantee (company registration number (England and Wales): 08540597). When
referring to the ETF, we also include our professional membership organisation, the
Society for Education and Training (SET).
Protection Act (DPA) 2018.
1.2 The ETF processes personal data required for recruitment activities.
1.2.1 Personal data refers to any information relating to a living individual who
could be directly or indirectly identified through their information (examples
include, but are not limited to: date of birth, address, phone number, job title,
previous employment information, e-mail address.
1.2.2 Personal data can be stored electronically or in paper records.
1.2.3 Processing relates to collecting, storing, sharing, altering, and deleting
personal data.
1.2.4 For further information about the ETF’s practices in relation to data
processing, data protection, guidance on complying with the UK GDPR and key
terminology, please contact our Data Protection Officer (DPO).
1.2.1 Personal data refers to any information relating to a living individual who
could be directly or indirectly identified through their information (examples
include, but are not limited to: date of birth, address, phone number, job title,
previous employment information, e-mail address.
1.2.2 Personal data can be stored electronically or in paper records.
1.2.3 Processing relates to collecting, storing, sharing, altering, and deleting
personal data.
1.2.4 For further information about the ETF’s practices in relation to data
processing, data protection, guidance on complying with the UK GDPR and key
terminology, please contact our Data Protection Officer (DPO).
2 What information does the ETF collect?
2.1 The ETF is committed to being transparent about how we collect and use data to
meet data protection obligations (see also your ‘Right to be informed in section 7).
Throughout your engagements during recruitment at the ETF, we collect and hold a
range of data about you that may be able to identify you directly or indirectly. We cannot
administer recruitment processes without your personal data.
2.2 Most data provided to us is obtained during our recruitment process via applications
either directly or through recruitment agencies.
2.3 The following list outlines the range of the personal data the ETF processes:
2.1 The ETF is committed to being transparent about how we collect and use data to
meet data protection obligations (see also your ‘Right to be informed in section 7).
Throughout your engagements during recruitment at the ETF, we collect and hold a
range of data about you that may be able to identify you directly or indirectly. We cannot
administer recruitment processes without your personal data.
2.2 Most data provided to us is obtained during our recruitment process via applications
either directly or through recruitment agencies.
2.3 The following list outlines the range of the personal data the ETF processes:
Name and contact details
• Terms and Conditions of any offer made to you if successful in your application
including entitlement to benefits such as pensions or insurance cover and your
bank account and national insurance number
• Details of your qualifications, skills, experience, and employment history,
including start and end dates, with previous employers and with the ETF
• Information about your nationality and entitlement to work in the UK
• Information about medical or health conditions, including whether you have a
disability for which the ETF needs to make reasonable adjustments for
recruitment activities
• Equality and Diversity monitoring information, including information about your
race, sex, sexual orientation, gender reassignment, religion of belief, marital or
civil partnership status, age, disability or pregnancy and maternity and socio-economic background.
2.4. We may, on occasion carry out Disclosure Barring Service (DBS) checks to ensure
we safeguard the ETF's staff, stakeholders, and assets. This will only be where there
are regulatory or contractual requirements and will be set out in the job advertisement.
Please refer to the ETF Policy on Recruiting Ex-Offenders for further information (this
can be accessed from the ETF website).
• Terms and Conditions of any offer made to you if successful in your application
including entitlement to benefits such as pensions or insurance cover and your
bank account and national insurance number
• Details of your qualifications, skills, experience, and employment history,
including start and end dates, with previous employers and with the ETF
• Information about your nationality and entitlement to work in the UK
• Information about medical or health conditions, including whether you have a
disability for which the ETF needs to make reasonable adjustments for
recruitment activities
• Equality and Diversity monitoring information, including information about your
race, sex, sexual orientation, gender reassignment, religion of belief, marital or
civil partnership status, age, disability or pregnancy and maternity and socio-economic background.
2.4. We may, on occasion carry out Disclosure Barring Service (DBS) checks to ensure
we safeguard the ETF's staff, stakeholders, and assets. This will only be where there
are regulatory or contractual requirements and will be set out in the job advertisement.
Please refer to the ETF Policy on Recruiting Ex-Offenders for further information (this
can be accessed from the ETF website).
3 Why does ETF process personal data?
3.1 There is a need for the ETF to process data for recruitment purposes and also in the
event where a candidate is successful in order to enter into an employment contract
with individuals and then to meet all our obligations under that employment contract. In
some instances, the ETF needs to process data to ensure we are complying with legal
obligations. For instance, we are required to check to ensure individuals are permitted
to work in the UK, to deduct tax, to disclose employee salary details to HMRC, comply
with health and safety laws, to enable employees to take leave which they are entitled
to, and to consult with employees or their representatives. This list is not exhaustive.
3.1 There is a need for the ETF to process data for recruitment purposes and also in the
event where a candidate is successful in order to enter into an employment contract
with individuals and then to meet all our obligations under that employment contract. In
some instances, the ETF needs to process data to ensure we are complying with legal
obligations. For instance, we are required to check to ensure individuals are permitted
to work in the UK, to deduct tax, to disclose employee salary details to HMRC, comply
with health and safety laws, to enable employees to take leave which they are entitled
to, and to consult with employees or their representatives. This list is not exhaustive.
4 Who has access to the data?
4.1 Internal: Information will be shared with the HR team. Some information will be
shared with the IT team and in some instances where necessary the recruiting manager
and members of the Senior Leadership Team. It may also be shared with Finance for
management accounting purposes.
4.1 Internal: Information will be shared with the HR team. Some information will be
shared with the IT team and in some instances where necessary the recruiting manager
and members of the Senior Leadership Team. It may also be shared with Finance for
management accounting purposes.
4.2 External: ETF may need to share your data with third parties, such as to obtain preemployment references from other employers and to obtain background checks. ETF
may need to share data with external parties for the purpose of enforcing legal rights.
These third parties include:
• LinkedIn
• Team Tailor
• National Audit Office to supply visitor building passes during face to face
interviews and to facilitate fire/health and safety records.
may need to share data with external parties for the purpose of enforcing legal rights.
These third parties include:
• Team Tailor
• National Audit Office to supply visitor building passes during face to face
interviews and to facilitate fire/health and safety records.
5 How do we protect data at ETF?
5.1 The ETF takes the security of our employee’s data seriously. Where the ETF
engage third parties to process personal data they do so under a duty of confidentiality.
Details of how information is kept secure can be found in our Information Security
Policy, which is available on request
5.2 Whilst we don’t actively transfer data outside of the EEA, third-party provider
TeamTailor’s systems are based in the US, therefore data is stored in the US. As per
their privacy notice (section 6. Security) TeamTailor have measures to protect Personal
Data in accordance with GDPR regulations.
6 Data retention periods
6.1 Personal data information will be stored for as long as necessary to carry out the
recruitment process and if a job offer is made to you and you accept then our Staff
Privacy notice will apply which contains additional detail on retention.
7 Your rights
7.1 As a data subject, you have a number of rights. You have the:
• Right to be informed. This policy addresses that right by detailing to you, as an
ETF employee how your personal data is being used.
• Right to access. Including a right to obtain a copy of your data by making a Data
Subject Access Request (DSAR). Guidance for employees on how to make a
DSAR can be found here.
• Right to portability. If you do make a DSAR, we will provide you with your
information in a way that is accessible and machine-readable. We will also, on
request as part of this right, transfer your data to another organisation as long as
EXTERNAL DOCUMENT
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the transfer is technically feasible, the data is held electronically, and you
personally provided us with the information.
• Right to rectification. To request that ETF corrects, or updates incomplete data
held about you.
• Right to erasure in certain circumstances. You may request that the
organisation deletes or stops processing your data (also known as the ‘Right to
be forgotten’.) Certain data deletion restrictions may apply, however, for example
if the ETF is legally obliged to keep hold of your data such as to comply with
financial or other regulations; when keeping your data is necessary for the
purposes of occupational health or when it is for the assessment of the working
capacity of the employee; If you would like any of the above rights exercised, where applicable to do so, please
contact the Recruitment team (recruitment@etfoundation.co.uk) .
7.1 As a data subject, you have a number of rights. You have the:
• Right to be informed. This policy addresses that right by detailing to you, as an
ETF employee how your personal data is being used.
• Right to access. Including a right to obtain a copy of your data by making a Data
Subject Access Request (DSAR). Guidance for employees on how to make a
DSAR can be found here.
• Right to portability. If you do make a DSAR, we will provide you with your
information in a way that is accessible and machine-readable. We will also, on
request as part of this right, transfer your data to another organisation as long as
EXTERNAL DOCUMENT
Page 4 of 5
the transfer is technically feasible, the data is held electronically, and you
personally provided us with the information.
• Right to rectification. To request that ETF corrects, or updates incomplete data
held about you.
• Right to erasure in certain circumstances. You may request that the
organisation deletes or stops processing your data (also known as the ‘Right to
be forgotten’.) Certain data deletion restrictions may apply, however, for example
if the ETF is legally obliged to keep hold of your data such as to comply with
financial or other regulations; when keeping your data is necessary for the
purposes of occupational health or when it is for the assessment of the working
capacity of the employee; If you would like any of the above rights exercised, where applicable to do so, please
contact the Recruitment team (recruitment@etfoundation.co.uk) .
8 Contacting us
8.1 The ETF is located at the premises of The National Audit Office, 157-197
Buckingham Palace Road London SW1W 9SP. We can be contacted via phone; 020
3740 8280 and by email at recruitment@etfoundation.co.uk.
8.1 The ETF is located at the premises of The National Audit Office, 157-197
Buckingham Palace Road London SW1W 9SP. We can be contacted via phone; 020
3740 8280 and by email at recruitment@etfoundation.co.uk.