Privacy notice for job applicants

Privacy notice for job applicants

We, Caring Together, are the ‘controllers’ of the information which we collect about you (‘personal data’). Being controllers of your personal data, we are responsible for how your data is processed. The word ‘process’ covers most things that can be done with personal data, including collection, storage, use and destruction of that data.

This notice explains why and how we process your data, and explains the rights you have around your data, including the right to access it, and to object to the way it is processed. Please see the section on ‘Your rights as a data subject’ for more information.

Caring Together is the trading name of Caring Together Charity.

We are a non-profit and our contact details are:

Address Caring Together, L D H House, Parsons Green, St Ives, PE27 4AA
Email [email protected]
Telephone 01480 499090

Our information governance lead is John Platten, who you can contact at the above address if you have any queries about this notice or anything related to data protection.

Caring Together Charity complies with the relevant data protection legislation and will use details provided in order to make contact and process your application. You can obtain a copy of our privacy notice by visiting, emailing [email protected] or by phoning us on 01480 499090

Your data and how and why we process it

Personal information we collect about you:

  • your full name
  • your address, telephone number and email address
  • details of your experience, employment history, qualifications and skills
  • any disability which we need to make reasonable adjustments during recruitment process
  • about your entitlement to work in the UK.

How we collect it?

We may collect this information in different formats. This can include forms, curriculum vitaes (CVs), identity documents (passports, driving licences), interviews and other assessments.

We may collect personal data about you from third parties, such as references, information from employment background check providers and information from criminal records checks.

Why we process it?

We process your data for the following reasons:

  • Legitimate interest – to process your application as part of our recruitment process and keeping records of the process.
  • Comply with our legal obligations, e.g. to check successful applicants eligibility to work in the UK.
  • To monitor recruitment statistics, this could include special categories of data such as ethnic origin, religion and disability. Details will be anonymised.
  • To carry out our obligations to seek information about criminal convictions and offences.
  • In order to enter into a contract with you.

We will only use your data collected under application as part of our recruitment process for which you have applied.

Who we share your data with

Who we share your data with 

For some processing purposes we share your data with third parties in order meet our recruitment process, this could include requesting references from previous employers and processing a Disclosure and Barring Service (DBS) check with uCheck.

We will also keep your data on systems in order to manage your application.

How we store your data

Your personal data is held in both hard copy and electronic formats.

Electronic data, including emails, is stored on our servers which are located in the UK on our software suppliers’ servers.

How long we keep your data

Information about how long we process your data for can be found in our retention policy.

Some retention periods are based on legal requirements while others take into account practical needs to keep the data.

For successful applications, information obtained will form part of your employment file and we will be entitled to process it for all relevant purposes in connection with your employment.

Once the applicable retention period expires, unless we are legally required to keep the data longer, or there are important and justifiable reasons why we should keep it, we will securely delete the data. We may keep anonymised statistical information for monitoring purposes.

Your rights as a data subject

As a data subject, you have the following rights in relation to your personal data processed by us:

  • To be informed about how your data is handled.
  • To gain access to your personal data.
  • To have errors or inaccuracies in your data changed.
  • To have your personal data erased, in limited circumstances.
  • To object to the processing of your personal data for marketing purposes or when the processing is based on the public interest or other legitimate interests.
  • To restrict the processing of your personal data, in limited circumstances.
  • obtain a copy of some of your data in a commonly used electronic form, in limited circumstances.
  • Rights around how you are affected by any profiling or automated decisions.

Withdrawing consent

If we are relying on your consent to process your data, you may withdraw your consent at any time. To do this please telephone 01480 499090 or email [email protected]

Changes to this privacy notice

This privacy notice does not form part of the employment contract and we reserve the right to update it at any time. If we do, we will inform you of the changes when we make substantial updates.

Exercising your rights, queries and complaints

For more information on your rights, if you wish to exercise any right or for any queries your may have or if you wish to make a complaint, please contact our information governance lead John Platten on 01480 499090 or email [email protected]

Complaints to the Information Commissioner

You have a right to make a complaint to the Information Commissioner’s Office (ICO) about the way in which we process your personal data. You can make a complaint on the ICO’s website

Page last modified: 14 April 2022