Privacy Policy

Oxfordshire County Council Recruitment Privacy Policy 

This Privacy Notice covers the data processing for recruitment activities within Oxfordshire County Council (OCC).  This process manages all aspects of recruitment and selection. 

The recruitment process uses three systems to manage the full recruitment activities. 

Who is collecting your data?  

Oxfordshire County Council, as the recruiting organisation, will collect your data for recruitment, selection and employment related purposes only.   

OCC using the following to deliver the service: 

  • Tribepad 

  • A jobs listing site 

  • An Applicant Tracking System to manage your account, application, including any incomplete applications, ensuring we can follow up and assist you in completing the process

  • Verifile 

  • An Identity Checking System for Identity, Right to Work and DBS checks

  • Hampshire County Council Integrated Business Centre (IBC) 

  • Provides the Employee Records and Management for OCC 

  • Your data will only be transferred to the IBC should you be successful in application

  • West Midlands Employers, who manage Tribepad

  • Gather performance data from recruiting organisations using Tribepad to provide benchmarking data and gather insight into recruitment processes.  This will be used to continuously improve practices and will not include any personally identifiable information

Tribepad, Verifile and IBC act as Data Processors, on behalf of OCC, who remain the sole Data Controller. 

Who will your data be shared with?  

Your personal data may be passed to the organisations listed above, working in partnership with the recruiting organisation to assist them in the recruitment process. This could include screening and interviewing prospective employees, providing medical checks, background checks or progressing to employment. 

All parties are compliant with applicable data protection legislation and privacy laws, in their jurisdiction.   

What information is being collected?  

Application  

The personal information we are collecting as part of your application will typically consist of;  

·        Your contact information (Name, address, email, contact telephone number)  

·        A description of your work experience, skills and education  

·        Your responses to specific application questions  

·        Any referee contact information you provide us (Name, address, email, contact telephone number)  

The recruiting organisation will also collect special category data which will consist of your;  

·        Religion  

·        Ethnic origin  

·        Sexual orientation   

·        Disability status  

·        Gender identity 

·        Age 

This special category data will not be made available to any persons outside of the HR team in a way which can identify you, except in the case whereby you have indicated you have a disability, and a hiring manager may need to make reasonable adjustments for you at interview. Outside of this, any sensitive personal data provided, will be used only to produce and monitor equal opportunities statistics.  

Assessments  
As part of the selection process you may be required to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by the recruiting organisation. For example, you might complete a written test, or the recruiting organisation might take interview notes.   

Offer and Pre-Employment Checks  
When an offer of employment is made, you will be asked for information so that pre-employment checks can be carried out.   

The recruiting organisation will typically:  

·        Ask you to provide proof of your identity and ability to work in the UK  

·        Request proof of your qualifications that are relevant to the role  

·        Ask you to complete a Criminal Record check via the Disclosure and Barring Service (When required)  

·        Contact your referees, using the details you provide in your application, directly to obtain references  

·        Ask you to complete a questionnaire about your health in order to establish your fitness to work.  

·        Request your bank and tax details from you – in order to process your salary payment  

·        Ask for your Emergency contact details – so we know who to contact in case you have an emergency at work  

Further details can be found at the end of this Privacy Notice: 

  • Appendix – Information OCC Collect 

How is it collected?  

Your application information is collected through a secure recruitment system, populated by yourself with the information you have entered. Once you have submitted your application, further information may be collected as you move through the recruitment and selection process. This information could be requested or provided verbally and/or written (online or paper). Your information may also be collected from a variety of other sources typically:  

  • Referees you have provided consent for  

  • DBS checks (where required)  

  • Medical information (if required)  

Why is it being collected?  

Your information is being collected to;  

  • Assess your suitability for the job in question.  

  • Enable the Recruiting organisation to verify the accuracy of information which you provide.  

  • Comply with relevant laws or regulations.  

  • Check and verify your identity.  

  • Produce and monitor equal opportunities statistics.  

The lawful basis for processing your personal data will be one of the following: 

  • Article 6 (1) a – consent 

  • Article 6 (1) b – performance of a contract 

  • Article 6 (1) c – legal obligation 

  • Article 6 (1) e – public interest 

  • Article 6 (1) f – legitimate interest of the data controller 
     

The consideration for processing special category data and enforcement data will be one of the following: 

  • Article 9 (2) a – consent 

  • Article 9 (2) b – social security and employment 

  • Article 9 (2) h – health data 

  • Data Protection Act 2018; schedule 1 part 1, para 1 – employment, social security and social protection; schedule 1 part 1, para 2 – health or social care purposes; schedule 1 part 2, para 8 – equality of opportunity or treatment. 

Your application may be reviewed electronically or via paper form. The recruiting organisation has processes in place to ensure your data is securely and confidentially managed.  

How long will you keep my data for?  

Your data will be retained for 6 months from the date of your last access/update to your candidate account.  Once it reaches this retention end date it will be deleted/destroyed along with any other information gathered throughout the recruitment process.  

We will contact you before your account is deleted to ask whether you would like to continue to be notified about vacancies that become available. 

If you are successful, you will become an employee of the recruiting organisation.  

Your data collected throughout the recruitment process i.e. (application form, References, emergency contacts) will be transferred by the recruiting organisation into their HR and payroll system to create your employee record.  

Recruiting Organisations  

The recruiting organisation is the data controller and responsible for the way your personal data is handled.  

You can find more information about the recruiting organisation on their own company website including their contact information and details of their Data Protection officer.  

Systems in Place 

Tribepad

Your application will be processed on the Tribepad system 

Tribepad Privacy Policy

Before you can save or submit your application form, we need your consent to hold your data in our system and process it. The information below highlights who handles your data, how it is handled how it is processed and your rights.  

By registering for an account with Tribepad you agree and understand that we may collect, use, store and process your personal Information in accordance with the data privacy statement. 

Your information will be used to create your profile, manage your application(s) and to support your application through the recruitment process. 

You can opt to have your information added to the talent pool, you will be asked to renew your consent to be on the talent pool an annual basis.  Your data will be kept for 24 months on the Talent Pool 

We reserve the right at any time without notice to enhance, modify, alter, or suspend the website and to terminate or restrict your access to the website. Any information that you submit through this website is subject to these terms and conditions and to our privacy notice. 

Tribepad host the website on behalf of Oxfordshire and Tribepad have their own Cookie Policy in place: 

  • Jobs Site 

  • Privacy Notice is covered on the Applicant Tracking System as below. 

  • Applicant Tracking System 

 

Verifile 

OCC will transfer your data to Verifile in order to process Identity, Right to Work and DBS checks relevant to your application and subsequent, should you be successful. 

  • Link to the Verifile Privacy Notice 

IBC 

If you are successful your data will be transferred to our HR system, hosted by the Integrated Business Centre (IBC) at Hampshire County Council (HCC) who provide the Employment Records Management for OCC 

We send your information to the IBC to create and manage your employee profile to support your employment with OCC. This includes, but is not limited too, your personal information, information on the role you have been appointed to and payroll information. Your data is securely shared with the IBC and is processed and stored using all appropriate technical and organisational measures of security.  The sharing of this data is required under OCC’s legal obligations, or in the performance of a contract between us, or where we have legitimate interests or your express consent to do so. 

The IBC have their own data management policies which are summarised on the HCC pages below: 

https://www.hants.gov.uk/aboutthecouncil/strategiesplansandpolicies/dataprotection for further details about legal rights and obligations in respect of the personal information we collect. 

 

Link to the IBC Privacy Notice: 

County Council staff and our partner organisations and suppliers (IBC service) | About the Council | Hampshire County Council (hants.gov.uk) 

Candidate Declaration  

I hereby consent to the recruiting organisation processing and retaining my personal data contained within this application form for recruitment, selection and employment related purposes in relation to this application only.   

I declare that all statements I make in this application are true and, to the best of my knowledge and belief, that I have not withheld any relevant information.  

I understand that if I have made any false statements or omitted any information, I am liable to have my application rejected, or if appointed, liable to be dismissed.  (Please note application forms submitted electronically/online will require to be signed should you progress to the next stage of the process).  

Your rights  

Under the Data Protection Legislation, you have rights as an individual which you can exercise in relation to the information we hold about you.  

You can read more about these rights here – https://ico.org.uk/your-data-matters/  

How to Contact Oxfordshire County Council 

Should you wish to contact Oxfordshire County Council regarding this privacy notice, please use the Contact Us pages on our website, using the link here: 

How to contact the Information Commissioner 

If you have a concern about the way we are collecting or using the personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns 

 

Appendix – Information OCC Collect

Position Details 

Position number 

Employee start date 

GL code 

Other position questions – e.g. probationary details end 

For temporary positions users will be asked for: 

•       End date 

For temporary positions users will be asked for: 

•       Reason for temp contract 

EMPLOYEE DATA 

PERSONAL DATA 

Title 

Name 

Known as (optional) 

Date of birth 

Personal email address (optional) 

Gender 

Place of birth (optional) 

Country of birth 

Nationality 

Second nationality (optional) 

For OFRS records: 

Service number 

Station code 

Proof of identity 

For UK nationals: 

Document type 

Passport number 

If user selects ‘no’ to home office online check, they will need to enter: 

•       Document type 

For non-UK nationals: 

•       Home office online check 

•       Visa type 

•       Visa subtye 

•       Visa start date 

•       Visa end date 

If user selects ‘no’ to home office online check, they will need to enter: 

•       Document type 

May then be asked for: 

Country of issue 

PVN Checked 

Certificate of sponsorship number 

CoS end date 

Bank Details 

Payee name (will default in with the employee's name) 

Sort code 

Account number 

Building society number (optional 

Addresses 

Employee’s home address 

Employee’s phone number 

Emergency contact address 

Emergency contact name 

Emergency contact phone number 

Workbase address 

Date Specification previous service 

Start Date 

Previous Service? 

•       Current ER continuous service 

•       Public service date 

•       Notional start date 

•       Continuous service date 

•       Current ER notional 

Or, using the calculator (adding rows as required): 

•       Service start date 

•       Service end date 

•       Service type 

Payroll Data 

Basic Pay – 

Dropdowns available will be driven by the position 

Button available to calculate paid weeks after entering working weeks per year 

Ability to add bar points 

Aim for work schedule rule to be applied by default 

Payscale group 

Level 

It will display full time equivalent (FTE) salary, for grades without a salary the user will need to enter the FTE salary 

Hours per week 

Working weeks per year 

Date of disclosure 

Certificate number 

If it was a DBS Update Service check 

Ability to mark the check as ‘risk assessed’ 

Recurring Payments  (table based entry) 

User Can add a row for each recurring payment that is required 

payment type 

Start date 

End date 

For non-fixed amount payments enter the amount 

Statutory Employment Checks Data 

For DBS Checks, users will need to enter: 

•       Date of disclosure 

•       Certificate number 

•       If it was a DBS Update Service check 

•       Ability to mark the check as ‘risk assessed’ and therefore not provide this information at the point of hire (to be used by exception) 

For Professional Registrations, users will need to enter 

Registration number 

Expiry date 

Confirm outcome 

Ability to mark the check as ‘risk assessed’ and therefore not provide this information at the point of hire (to be used by exception)