Battersea Dogs & Cats Home (Battersea) Job Applicant Privacy Notice

As part of any recruitment process, Battersea collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.

What information does Battersea collect?

Battersea 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 criminal record if you have any unspent convictions;
  • information about your entitlement to work in the UK; and
  • equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health, and religion or belief.

Battersea collects this information in a variety of ways. For example, data might be contained in application forms and CV’s, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment including online tests.

Battersea will also collect personal data about you from third parties, such as references supplied by former employers and, for relevant roles, information from criminal records checks. We will only seek information from third parties once a job offer has been made to you and in all circumstances, inform you in advance.

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

Why does Battersea process personal data?

Battersea needs to process personal data to take steps at your request prior to entering into a contract with you, to comply with Battersea’s recruitment process. We also need to process your data at the stage of entering into a contract with you.

In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant's eligibility to work in the UK before employment starts.

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

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

Battersea processes health information only at the stage of inviting a candidate in for an interview, so we can ensure reasonable adjustments have been identified where necessary and can be made. This is to carry out our obligations and exercise specific rights in relation to the Equality Act 2010.

Where Battersea processes other special categories of data, such as information about ethnic origin, religion or belief, gender, disability, age, or sexual orientation, this is done for the purposes of equal opportunities monitoring with the explicit consent of job applicants, which can be withdrawn at any time. Job applicants are entirely free to decide whether or not to provide such data and there are no consequences for failing to do so.

For some roles, Battersea is obliged to seek information about criminal convictions and offences. Where we seek this information, we do so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment.

If your application is unsuccessful, Battersea will keep your personal data on file for seven months after the end of the relevant recruitment process. We may contact you during this time if there are future employment opportunities in the same role for which you may be suited. We will ask for your consent before we keep your data to use for this purpose and you are free to withdraw your consent at any time.

Who has access to data?

Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR team, the interview panel involved in the recruitment process, managers in the business area with a vacancy and other internal departments where necessary (e.g. sharing your name with security and reception staff when you are attending an interview).

Battersea will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. Battersea will then share your data with former employers to obtain references for you. For relevant roles, we will also share your data with the Disclosure and Barring Service to obtain necessary criminal records checks.

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

How does Battersea protect data?

Battersea takes 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. Battersea’s Data Protection Policy has more details about this.

For how long does Battersea keep data?

If your application for employment is unsuccessful, Battersea will hold your data on file for seven 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 employee file and retained during your employment.

The periods for which your data is held are set out in the Data Retention Policy.

Your rights

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; and
  • ask the organisation to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the organisation's legitimate grounds for processing data.

If you would like to exercise any of these rights, please contact Dataprotection@battersea.org.uk.

If you believe that Battersea 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 Battersea during the recruitment process. However, if you do not provide the information, we 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.