Privacy notice: Applicant tracking system
This privacy notice is about how your personally identifiable information will be managed for your account on the applicant tracking system. The information is needed to provide the account through which job adverts and applications for those job adverts can be administered and moved through the recruitment process. There are a number of different roles involved with each vacancy and application, such as the shortlisters, interviewers, appointing managers and recruitment teams. Each role has administration rights that are appropriate to that role.
The lawfulness of processing is established under the General Data Protection Regulation article 6(1)(b) because of a need for you to take part in the recruitment process as part of your work.
Your account has a small number of fields about you, such as your name and email address.
Where you take part in the administration of job adverts and applications, information that you enter will be recorded with those job adverts and applications. For example: shortlisting notes, updates to employment checks and communications. The information may also be exported to other systems involved in the recruitment process or subsequent employment, such as the Disclosure and Barring Service, NHS Electronic Staff Records and staff files and recruitment archives.
Admin user accounts are automatically deleted when the user:
- Last logged in more than 180 days ago (or have never logged in to an account created more than 180 days ago).
- AND doesn't belong to a team.
- AND doesn't have any vacancy roles (Appointing Manager, Authoriser, Shortlister, Interviewer, Line Manager, HR Recruitment Contact).
- AND doesn't own any appointment sessions (e.g. for ID checks).
- AND is not a trainer on any induction courses.
The data controller for this information is the employer that has created your account. If you have an enquiry or need to arrange for alterations to be made to the account then you should contact that employer - usually the recruitment department.
This application tracking system is provided by Civica UK Ltd as a data processor. Civica provide some recruitment support services and have staff and secure data storage located entirely in the UK. We can be contacted at email address firstname.lastname@example.org.
If you have a complaint, please contact us so that we can investigate. If you believe that the processing of your information is in breach of the Data Protection Act then you also have the right to lodge a complaint with the UK Information Commissioner’s Office. Information on how to do this is available at http://ico.org.uk/complaints.
This privacy notice relates to the applicant tracking system only. There are separate privacy notices for the services provided to candidates.
How we store your information
Civica is dedicated to keeping your data safe. We are certified under ISO27001 as having put technical and organisational policies and procedures in place to protect personal data from loss, misuse, alteration or destruction. We ensure that access to your personal data is limited only to those who need to access it and those individuals are required to maintain the confidentiality of such information.
Third party services
This service can be linked to third party services to allow you to advertise your vacancy on those sites. Linking to third parties will provide the ability to post on that service as you from this applicant tracking system. We may receive further information from that third party to facilitate posting. Specifics for each service are below:
When linking this system to your Twitter account, it will receive:
- Your Twitter username (e.g. "@jobsatemployername")
When linking this system to your Facebook account, it will receive:
- Your full name
- Your email
- Your profile picture
- A list of pages that you have posting access to, along with their names, profile pictures etc
This system only uses the list of pages - the rest of the information received will be discarded.