Data controller: CEO of South Bristol Youth Consortium for Young People (South Bristol
Youth); 07507 846391; SBYadmin@sby.org.uk
As part of any recruitment process, South Bristol Youth 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.
Data protection principles
In relation to your personal data, South Bristol Youth will always strive to:
• process it fairly, lawfully and in a clear, transparent way;
• collect personal data from you that is necessary to consider your application and
that is subsequently necessary to collect and process as part of your employment.
We will explain to you what data we collect from you and why only use it in the
way that we have told you about;
• ensure it is correct and up to date;
• keep your data for only as long as we need it;
• ensure that your data is kept safe and secure and access to it is limited to those
who need to process it for the purposes we explain to you.
What information does South Bristol Youth collect?
South Bristol Youth collects a range of information about you. This includes:
• your name, address and contact details, including email address and telephone
number;
• your date of birth;
• details of your qualifications, professional memberships, education history, skills,
experience and employment history;
• whether or not you have a disability;
• information about your entitlement to work in the UK;
• information about your criminal record;
• information about your driving licence;
• details of periods of parental leave taken by you;
• equal opportunities monitoring information, including information about your
ethnic origin, gender, sexual orientation, health and religion or belief.
South Bristol Youth may collect this information in a variety of ways. For example, data might
be contained in application forms and CVs, obtained from your passport or other identity
documents, or collected through interviews or other forms of assessment.
South Bristol Youth may 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. We will inform you that we are
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).
South Bristol Youth will only collect criminal conviction data where it is appropriate given the
nature of the role and where the law permits it. This data will usually be collected at the
recruitment stage, however it may also be collected during any subsequent employment with
us, should you be successful in obtaining employment.
Why does South Bristol Youth process personal data?
South Bristol Youth needs to process data to take steps at your request to evaluate your
application for employment. We may also need to process your data to enter into an
employment contract with you.
In some cases, South Bristol Youth needs 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.
South Bristol Youth 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 us to manage the recruitment process, assess and confirm a candidate’s
suitability for employment, decide to whom to offer a job, assess training needs and make
decisions about salary and other benefits. South Bristol Youth may also need to process data
from job applicants to respond to and defend against legal claims.
South Bristol Youth may process information about whether or not applicants are disabled in
order to make reasonable adjustments for candidates who have a disability. This is to carry
out our statutory obligations and exercise specific rights in relation to employment.
South Bristol Youth may, in some cases, process heath information during the application
process in order to find out whether applicants will be able to carry out an intrinsic part of
the job. South Bristol Youth also processes health information about candidates after an offer
of employment has been made. In each case, this will be done in accordance with Section 60
of the Equality Act 2010 for the purpose of ensuring that the candidate is able to perform the
core duties of the job being offered.
Where South Bristol Youth processes other special categories of data, such as information
about ethnic origin, sexual orientation, or religion or belief, this is for equal opportunities
monitoring purposes.
For some roles, South Bristol Youth 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 statutory obligations and exercise specific rights in relation to employment.
If you are unsuccessful in obtaining employment with South Bristol Youth we may keep your
personal data on file for six months, in case there are future employment opportunities for
which you may be suited. We will ask for your consent before we keep your data for this
purpose and you are free to withdraw your consent at any time.
Who has access to data?
Your data will, of necessity, be shared internally for the purposes of assessing your
application. It is likely to be shared with members of the 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. South Bristol Youth
will strive to limit access to your data to those staff who have a legitimate reason for seeing it
and will endeavour to keep your data secure at all times.
Application assessments, pre-employment checks and references
South Bristol Youth may share an appropriately limited amount of your data with third
parties in order to obtain references for you from former employers. If references are sought
before interview or before an offer of employment is made, we will do this where you have
given your express consent for us to do so. If your application for employment is successful
and we make you an offer of employment, we will share your data with former employers to
obtain references for you and the Disclosure and Barring Service to obtain necessary
criminal records checks.
South Bristol Youth may receive and share your data with third parties that process data on
our behalf in connection with the provision of services for the purposes of the recruitment
exercise, for example to source, receive and/or shortlist applications on our behalf, and/or to
carry out applicant testing such as psychometric assessments.
If you are successful in your application, South Bristol Youth may receive and share your data
with a third party occupational health provider in connection with making decisions about
your fitness for work.
South Bristol Youth endeavours to ensure specific contractual agreements are in place with
any third parties who undertake this processing in order to protect your data. This is
explained in more detail below.
Automated decision-making
We will tell you beforehand if we use any automated forms of assessment in our decision-
making processes. You have the right to request that your application is not assessed by automated processes.
How does South Bristol Youth protect data?
South Bristol Youth takes the security of your data seriously. We maintain internal policies
and controls that are designed 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. Access to any data is through South Bristol Youth ICT
equipment only and password controlled, our IT provider monitors access to the network
and can restrict or deny access if problems are encountered. Our confidentiality clause in our
contract sets out guidelines of dealing with confidential data.
Where South Bristol Youth engages third parties to process personal data on our behalf, they
do so only on the basis of written instructions, are under a duty of confidentiality and are
obliged to implement appropriate technical and organisational measures to ensure the
security of your data.
For how long does South Bristol Youth keep data?
In line with data protection principles, we will only keep your data for as long as we need it.
If your application for employment is unsuccessful, we will hold your data on file for six
months after the end of the relevant recruitment process.
If you agree to allow South Bristol Youth to keep your personal data on file, we will hold your
data on file for a further six months 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 kept and transferred to your personnel file and retained during
your employment. The periods for which your data will be held are set out in our Data
Retention Schedule which can be found on our public drives or can be provided at your
request.
What if you do not provide personal data?
One of the reasons for processing your data is to allow South Bristol Youth to carry out an
effective recruitment process. Whilst you are under no statutory or contractual obligation to
provide data to South Bristol Youth during the recruitment process, if you do not provide the
information, we may not be able to process your application properly or at all.
Your rights
As a data subject, you have a number of rights under current and new data protection
legislation. In summary, these are:
• the right to be informed. This means that we must tell you how we use your data,
and this is the purpose of this privacy notice.
• you have the right to access your data and to be told what data is held, who by,
the purpose for which it is held and how long it will be held for. You have the
right to ask for a copy of your data and an explanation of where it has been sourced. You may do this by contacting South Bristol Youth’s Data Controller using the details at the top of the notice. The formal process for making such a
request is known as a ‘Subject Access Request’. You can find out more information about doing so at https://ico.org.uk/for-the-public/personal-information/.
• the right for any inaccuracies to be corrected. If any data that we hold about you
is incomplete or inaccurate, you are able to require us to correct it.
• the right to have personal information about you deleted. If you would like us to
stop processing your data, you have the right to ask us to delete it from our
systems where you believe there is no reason for us to continue processing it.
• the right to restrict the processing of the data. For example, if you believe the
data we hold is incorrect, you can ask us to stop processing the data (whilst still
holding it) until it has been corrected.
• the right to portability. You may transfer the data that we hold on you for your
own purposes to another organisation.
• the right to object to the way we use or process your data.
Where you have provided consent to our use of your data, you also have the unrestricted
right to withdraw that consent at any time. There will be no consequences for withdrawing
your consent. Withdrawing your consent means that we will stop processing the data that
you had previously given us consent to use, however we may continue to process your data
if we have a statutory reason or lawful basis for doing so.
If you would like to exercise any of these rights, you may do so by contacting South Bristol
Youth’s Data Controller using the details at the top of the notice.
If you believe that South Bristol Youth has not complied with your data protection rights, you
can complain to the Information Commissioner. You can find more information about doing
so at https://ico.org.uk/concerns/.
