Privacy Notice

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Privacy Notice for Recruitment Candidates

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City Lit is committed to protecting your privacy throughout the recruitment process.

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Legal basis for processing your personal data - Legitimate Interests

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City Lit has a legitimate interest in processing your personal data during the recruitment process and for keeping records of the process but only when these interests are not overridden by your data protection rights.

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What sort of data do we collect and retain?

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Personal data means any information about an individual from which that person can be identified. Personal data does not include anonymous data. The categories of personal data we may collect and hold about you may include:

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  • Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses;
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  • Personal details such as date of birth, gender and nationality;
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  • CV’s or cover letters or any other supplementary document included as part of the application process where requested or not;
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  • Information about your right to work in the UK;
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  • Information regarding your work history, qualifications, professional memberships, education, experience, or employment references;
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How is your Personal Data used?

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We will use the personal information we collect about you to:

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  • Assess your skills, qualifications and suitability for a role
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  • Carry out background and reference checks, where applicable;
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  • Communicate with you about the recruitment process;
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  • Keep records related to our recruitment process;
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  • Comply with legal or regulatory requirements.
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We do not use automated decision making processes when assessing your application for employment.

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Who has access to your data?

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Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the People Team, relevant hiring managers and interviewers involved in the recruitment process, and IT staff if access to the data is necessary for the performance of their roles.

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Where is your personal data stored?

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Your personal data will be stored in a range of different places, including in our recruitment files, in our HR system, and in other IT systems (including its email system).

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How long will we retain your data

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We will retain your data for a period of 6 months after the completion of the recruitment process. If you are successful in your application for employment, we will then retain your data for six years after the end of your employment. If you are unsuccessful we may retain your data for a period of 12 months to add to our ‘talent bank’ in case any other suitable opportunities may arise that we think you could be interested in. We will write to seek your agreement to holding your data for this reason.

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Security

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We are committed to ensuring that your data is kept secure. We have internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the performance of their duties.

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Transfer of Data

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Your data will not be transferred outside the European Economic Area (EEA)

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Your rights in connection with personal data

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Under certain circumstances, you have the right to:

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  • Request access
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  • Request correction
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  • Request erasure
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  • Object to processing
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  • Request the restriction of processing
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  • Request the transfer
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You also have the right to lodge a complaint to the Information Commissioners’ Office (ICO) if you believe that we have not complied with the requirements of Data Protection Law with regard to your personal data. They can be contacted at:

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Information Commissioner’s office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, United Kingdom

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Tel: +44 (0)303 123 1113 (local rate)

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Web: https://ico.org.uk/make-a-complaint/

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Contact details

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If you have any questions as to how your data is processed you can contact:

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Data Protection Offer at data.protectionofficer@citylit.ac.uk or you can write to: Data Protection Officer, City Lit, 1-10 Keeley Street, London, WC2B 4BA. 

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