Associate Tenant Board Member

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Shepherds Bush Housing Group​ Privacy Statement

Your privacy is important to us and we appreciate your trust when you share your data with us. This Privacy Notice (Notice) explains who we are, what data we collect, how we protect it and how you can exercise your rights in accordance with UK data protection legislation.

Shepherds Bush Housing Association Limited is who we are referring to when ‘we’ or ‘us’ is used in this Notice.

Our registered address is: Mulliner House, Flanders Road, London, W4 1NN.

Our ICO registration number is: Z9615842

Our Data Protection Officer can be contacted at: data.protection@sbhg.co.uk

The recruitment software we use via this website is supplied by Net-Worx (2001) Ltd (trading as networx) and they are defined as a Data Processor under the UK GDPR and DPA. They will only process your data in accordance with our instructions. networx can be contacted at: The Engine House, Wharfebank Business Centre, Ilkley Rd, Otley LS21 3JP. The Data Protection Officer for networx is Rob Baker and can be contacted at dpo@networxrecruitment.com

Source of personal data

We obtain your personal data in several ways through:

• Application forms and CVs
• Correspondence with you
• Interviews
• Meetings or other assessments
• Third parties (such as employment agencies, former employers, information from our employment background check providers and information from criminal records checks)

Legal basis of processing

In order to process your information, we need to make sure we have a legal reason (or legal basis) to do so. The legal bases available to us are:

1. Consent (when you give a clear affirmative indication that you want us to process your data)
2. Legal Obligation (when we must comply with the law)
3. Contractual Obligation (when we need to fulfil a contract)
4. Vital Interests (when we need to protect the life, safety, and wellbeing of our data subjects)
5. Public Interests (when we exercise official authority given to us)
6. Legitimate Interests (when we have a genuine purpose for processing that is no covered by the above legal bases)

We mainly rely on legal obligation, contractual obligation, and legitimate interests as the legal basis for processing job applicant data

Data we collect

In this section, we describe the data we collect and why:

1. We collect your basic contact details (name, email address, address, phone number) so that we can contact you about your application and contact you about any similar vacancies you may be interested in. We do this with your consent and because it is in yours and our legitimate interests. We might share these details with a third-party company who carry out our pre-employment checks.
2. We collect former employer references and work history so we can assess your suitability for the role you applied for. We do this because it is in our legitimate interests to do so and because it is a necessary step in order to enter into a contract of employment with us. We might share these details for pre-employment checks purposes.
3. We collect information about your race, age, ethnicity, religion, age, sexual orientation or health data, including disability information. This is strictly for statistical analysis and monitoring purposes (it will be anonymized be default). We do this because we have a legal obligation to make sure our hiring practices are fair for everyone and make reasonable adjustments where necessary.
4. We collect criminal offence data to assess your suitability for the role you applied for and ensure the safety of our staff and vulnerable residents. We this because we have a legal obligation to keep our staff and residents safe. This information may be made available to third parties for pre-employment checks purposes.
5. We also collect your answers to the application questions to assess your suitability for the role you applied for. We do this because it’s in our legitimate interests to make sure we employ the best candidates who fit the meet the vacancy requirements.
6. We collect any other information you wish to provide as part of your application to assess your suitability for the role you applied for because it is in our legitimate interests to do so.

How long do we keep your data?

Your candidate account will be deactivated after 12 months of inactivity. You can deactivate your account at any time. At the same time as this, your data will be fully anonymised.

We keep our recruitment records for the duration of the recruitment process and then for no longer than 12 months for unsuccessful candidates. All interview notes and related evaluations will be kept for a period of six months after the interview date. For successful candidates, the personal data in the recruitment file will be carried forward into the employee HR file. We would not publish your personal data, for example, your photograph or work contact details, without your consent but some job roles will involve a degree of publicity and we will make that clear before any publication.

Your rights

You have the following rights in relation to the way in which we deal with your personal data:

• the right of erasure or to be forgotten
• the right to rectification if information is inaccurate or out of date
• the right of data portability (to obtain and reuse your personal data)
• the right to object to Networx and the controller and processors handling of your personal data
• the right to withdraw your consent with regards to the handling of your personal data
• you have the right to ask for a copy of the information we hold about you (Subject Access Request - S.A.R)

Access

Within your candidate account, you can also use the Download Data feature to generate an XML file of the current data we hold on you that you have provided and/or have access to within the account.

Rectification and erasure

Visitors who choose to register may access their profile, correct and update their details, or withdraw their details at any time. To do this, visitors can access their personal profile by using their secure login.

In all cases we will treat requests to access information or change information in accordance with applicable legal requirements.

Complaints

If you are not satisfied by our actions, you can seek recourse by contacting our Data Protection Officer. If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner (www.ico.org.uk) or seek recourse through the courts.