Job Applicant Privacy Notice

What information do we collect? 

South East Dance collects a range of information about job applicants. This includes:

• your name, address and contact details, including email address and telephone number
• details of your qualifications, skills, experience and employment history
• information about your current level of remuneration, including benefit entitlements
• whether or not you have a disability for which South East Dance needs to make reasonable adjustments during the recruitment process
• information about your entitlement to work in the UK.

South East Dance may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment. We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from third parties only once a job offer to you has been made and 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). 

Why does South East Dance process personal data? 

We need to process data to take steps at your request prior to entering into a contract with you. We may also need to process your data to enter into a contract with you. In some cases, we need to process data to ensure that we are complying with its legal obligations. For example, it is mandatory to check a successful applicant's eligibility to work in the UK before employment starts. South East Dance 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 and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims. South East Dance may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. We may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. We process such information to carry out its obligations and exercise specific rights in relation to employment.

Who has access to data? 

Your information may be shared internally for the purposes of the recruitment exercise. This includes managers and other team members in the business area with a vacancy and interviewers involved in the recruitment process. We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks. 

How does South East Dance protect data? 

We take 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. 

For how long does South East Dance keep data? 

If your application for employment is unsuccessful, the organisation will hold your data on file for six months after the end of the relevant recruitment process. 

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your Human Resources file (electronic and paper based) and retained during your employment. The periods for which your data will be held will be provided to you in a new employee privacy notice. 

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 South East Dance is relying on its legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please contact Executive Director, Rachel Gibson at rachel.gibson@southeastdance.org.ukIf you believe that South East Dance 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 South East Dance 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.