Job Applicant Employee & Volunteer Privacy Notice

Data controller:

The King's Trust, South London Centre, 8 Glade Path, London, SE1 8EQ

Data protection officer:

Elham Azarpay, Elham.Azarpay@kingstrust.org.uk

The King's Trust collects personal data from employment and volunteer applicants during the recruitment process. We explain, and why tell you what we will do with it below.

The King's Trust is the data controller for the information you provide during the recruitment process.  This means that we are responsible for deciding how we process your data.  Enquiries about this notice can be sent by post to The King's Trust, South London Centre, 8 Glade Path, London, SE1 8EQ; or by email to Data.Protection@kingstrust.org.uk.

Information we collect

For Employment applications:

 We ask for

  • your name, physical address, e-mail and telephone number;
  • details of your qualifications, skills, experience, and employment history;
  • disability information where applicable so that we know if we need to make reasonable adjustments during the recruitment process;
  • information about your entitlement to work in the UK; and
  • equal opportunities monitoring information, i.e., information about your ethnic origin, sexual orientation, health and religion or belief.

For Volunteer applications

 We ask for

  • your name, physical address, e-mail and telephone number;
  • details of your qualifications, skills, and experience
  • disability information where applicable so that we know if we need to make reasonable adjustments during the recruitment process; and
  • equal opportunities monitoring information, i.e., information about your ethnic origin, sexual orientation, health and religion or belief.

We get this information in many ways-

  • from your completed application form, CVs or resumes you provide us,
  • through interviews or other forms of assessment for a job vacancy or volunteer position.
  • from references and criminal records checks when your application is successful.

We keep this information on your application record, in HR management systems, or our volunteer database and on other IT systems (including email).

Why we process your personal data

We process your data for different reasons and our legal basis for doing so is as follows:   

  • Contract - We process your data to take steps at your request before entering into a contract with you and to enter into an employment contract with you if your application is successful (paid employment only).
  • Legal Obligation - We process your 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. (paid employment only)
  • Legitimate Interest - We process your data for our legitimate interest during and after the recruitment process. We do so to manage the recruitment process, assess, to confirm a candidate's suitability for employment or a volunteer role and to decide to whom to make an offer.
  • Where we rely on legitimate interests as a reason for processing your data, we ensure that the interests do not override your rights and freedoms. 
  • We process health information to make reasonable adjustments to the recruitment process for candidates who have a disability. This processing is necessary for us to carry out our obligations and exercise specific rights in relation to employment and volunteering.
  • Where we process other special categories of data, such as information about ethnic origin, sexual orientation, health, religion or belief, we do this for equal opportunities monitoring purposes.
  • For all job and volunteer roles, the Trust is obliged to ask about criminal convictions and offences. When we ask for this information, we do so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment and volunteering.

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, 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.

We will only share your data with third parties, when your application is successful, and we make you an offer of employment or offer you a volunteer role.  At this point we will contact former employers to obtain references for you (paid employment only) and the Disclosure and Barring Service/Disclosure Scotland/AccessNI to obtain necessary criminal records checks.

We employ the services of vetting agencies to conduct the checks.  When we make you a job offer or you take up a volunteer role we send you the details of the agency including the link to their privacy notice.  Please review this to understand how the agency will process your data, some vetting agencies may transfer personal data outside the EEA. 

How we protect your data

The King's Trust 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.

How long we keep your data

If your application for employment or volunteering is unsuccessful, The King's Trust will hold your data on file for six months after the end of the relevant recruitment process, unless you choose to continue receiving new opportunity alerts from us.

If your application for employment or volunteering is successful, personal data gathered during the recruitment process will be transferred to your personnel/volunteer file on either our employee record system or volunteer record system and retained during your employment/volunteer lifecycle. The periods for which your data will be held will be provided to you in a new 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 King's Trust to change incorrect or incomplete data;
  • require The Trust to delete or stop processing your data, where it is no longer necessary;
  • object to the processing of your data where it is being processed for legitimate interests; and
  • ask The Trust 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 The Data Protection Officer at data.protection@kingstrust.org.uk.  

If you believe that The King's Trust has not complied with your data protection rights, you can complain to the Information Commissioner.

You are under no statutory or contractual obligation to provide data to us 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.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to The Prince’s Trust during the recruitment process. However, if you do not provide the information, The Prince’s Trust may not be able to process your application properly or at all.

Automated decision-making

Recruitment processes are not based solely on automated decision-making.