The General Data Protection Regulation (GDPR) came into effect on 25 May 2018. This privacy notice describes how we collect and use your personal information and ensure we keep it secure. We will update this privacy notice from time to time.
What personal data we need
Affinity Trust is the “Controller” of the personal data that you provide to us. Affinity Trust is a limited company and registered charity with its registered office at 1 St Andrew’s Court, Wellington Street, Thame, Oxfordshire, OX9 3WT. The company registration number is 06893564, and the charity registration numbers are 1139891 (England and Wales) and SCO43881 (Scotland).
We will only collect personal data about you that we require to process your job application. The main categories of personal data we collect about you are:
personal information (such as full name, national insurance number, nationality, home address, email address, home and mobile phone numbers etc)
“special categories” of more sensitive personal data including ethnicity, sexual orientation and religion
contract information (including hours worked, job title, salary information, etc).
We do not require your consent to process such data as the data is lawfully processed for Affinity Trust’s legitimate interests.
Why we need this personal data
We need to know your basic personal data in order to:
make decisions about your recruitment or appointment
check that you are legally entitled to work in the UK
undertake any other legitimate tasks required as your prospective employer.
If we did not collect this information, we would be unable to make decisions as to your suitability for the job for which you have applied and communicate with you about your application.
We collect equality and diversity data in order to comply with our obligations under the Equality Act 2010 to facilitate equal opportunity monitoring and reporting . We will only collect and use your personal information when the law allows us to and we will not collect any personal data from you that we do not need.
What we do with your data and who we share it with
All the personal data we hold about you will be initially processed by our third-party processing subcontractor Verticality Ltd (trading as EasyWeb Group), through their Applicant Tracking System (EasyWeb ATS). This information will then be further processed on other Affinity Trust systems. For example, candidate CVs will be downloaded by managers in preparation for shortlisting and interviewing.
Other third parties will not have access to your data unless required by law or if there is a legitimate interest in Affinity Trust providing a third party with such data and your interests and fundamental rights do not override these obligations.
We take all reasonable steps to ensure that your personal data is processed securely. Verticality Ltd are only permitted by us to process your personal data in accordance with our instructions for specified purposes. Your information may be stored on a cloud-based system whose servers are located within the European Union (currently the data is stored on servers located in Dublin in a secure data centre operated by Amazon Web Services.
How long we keep your personal data for
Verticality Ltd will retain your applicant data for 12 months after the information was last accessed by Affinity Trust for their recruitment purposes. If you are unsuccessful in your job application, all copies of the data held by Affinity Trust will similarly be deleted after this time. If, however, you are successful in your application resulting in employment, your personal data will be retained by Affinity Trust for personnel-related purposes. For instance, a copy of your CV or application form provided at the time of your application will be held in your personnel record.
It is important that the information we hold about you is accurate and current and we would normally check this with you as part of the interview process to ensure the information you have provided has been recorded correctly and is up to date.
Under the GDPR you have a number of rights in connection with your personal information. These include:
the right to access your personal data usually free of charge within 30 days
If you become aware of any errors in the data we have collected, you have the right to request correction of that data within 30 days
the right to request the deletion or removal of personal data where you believe there is no compelling reason for its continued processing or if you believe the personal data was unlawfully processed
the right to object to processing of your personal information.
Complaints may be made to the Director of Finance or the Information Commissioner direct. Any request for access to your personal data and any request to correct or delete data should be made to: Director of Finance, Affinity Trust, 1 St Andrews Ct, Wellington Street, Thame, OX9 3WT