About this privacy notice
HSDC is committed to protecting the privacy and security of your personal information. We could not exercise our responsibilities and fulfil our employment, training and support obligations to you without collecting, holding and using your personal data.
This Privacy Notice describes how we collect and use personal information about you during recruitment, and during and after your working relationship with us in accordance with the General Data Protection Regulations (GPDR) This Privacy Notice applies to all employees, casual workers and contractors.
Throughout this Notice, “College”, “we”, “our” and “us” refers to HSDC and “you” and “your” refers to all HSDC current and former employees, casual workers and contractors.
HSDC is a public authority and therefore we have appointed a Data Protection Officer (DPO) in compliance with Article 37 of the General Data Protection Regulation.
Our DPO is Kat Kuzmin. You can contact her at DataProtection@hsdc.ac.uk or via our postal address. Please mark the envelope ‘Data Protection Officer.’
This privacy notice explains how HSDC (‘we’, ‘our’, ‘us’) collects, uses and shares personal data of its staff (‘you’, ‘your’). Your personal data will be processed in accordance with our Data Protection Policy and this statement.
HSDC is a data controller in terms of Article 4 of the General Data Protection Regulation (GDPR). We maintain information about you (your personal data) in paper and electronic form, which is kept in Human Resources, faculties and departments for the administration of your employment and to comply with certain statutory obligations. HSDC wants to ensure that your personal data is accurate and up-to-date, therefore it is important that you inform us of any changes and/or use EMSS Self-Service to update your information.
Personal data or personal information means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
There are special categories of more sensitive personal data which require a higher level of protection, such as information about any protected characteristics, information about criminal convictions and offences, information about your health, medical condition, health & sickness records and your trade union membership. In most cases, the personal information we process is provided directly by you for one of the following reasons:
In some circumstances, we receive personal information indirectly, such instances may be:
If it is not disproportionate or prejudicial, we’ll contact you to let you know we are processing your personal information.
During the recruitment stage, all of the information you provide will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
The information you provide during the recruitment stage will not be shared with any third parties and we will ensure that the information provided has adequate security controls in place to ensure your information is kept securely at all times.
The contact details you provide, will be used to progress your application and we will use the other information you provided to assess your suitability for the role.
HSDC is committed in ensuring we are transparent about how we collect and use your personal data. As part of our recruitment process, we will collect and process the information you provide to us in order to assess the suitability for the job role you have applied for.
HSDC will collect applicant information in various ways. For instance, data may be collected from application forms, obtained from your passport or other identity documents that you have provided, or collected through interviews or other forms of assessment.
The college will also collect personal data about you from third parties, such as references supplied by former employers, information from criminal records checks. The college will seek information from third parties once you have given your permission to do so.
All the information we receive, will be collected and held securely in our online recruitment system and includes your name and contact details. We will also ask about your previous experience, education, referees and for answers to questions relevant to the role.
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary. The information that is requested is used to assess your suitability for employment. You are not obliged to provide the information we have requested, but failure to do so, may affect your application if you do not provide the requested information.
We will also request that you provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including recruiting managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.
Our purpose for processing this information is to assess your suitability for a role you have applied for. The reasons why we collect and process your personal information are as follows:
We will only use your personal data when we are permitted to do so by law. Most commonly, we will use your personal data:
In circumstances where you have a genuine choice as to whether we should process your personal data, we will ask you for your consent. The method used to obtain your consent will depend on the scope and context of the processing that we propose.
In relation to special categories of personal data and personal data relating to criminal convictions and offences, we may request your explicit consent unless a condition applies which allows us to process such personal data without doing so.
Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR recruitment team, recruiting managers and interviewers involved in the recruitment process.
The College will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment or you have given your permission for your data to be shared (for example, for references to be taken prior to interview). The College will then share your data.
The College will not transfer your data outside the European Economic Area.
If your application for employment is unsuccessful, the College will hold your data in the e-recruitment system for a period of six months after the end of the relevant recruitment process. At the end of that period, it will be destroyed securely.
Information generated throughout the assessment process, for example interview notes, is retained by us for six months following the closure of the recruitment process.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained for the duration of your employment.
Details of our retention periods for different aspects of your personal information are available in our retention schedule.
You are under no statutory or contractual obligation to provide data to the College during the recruitment process. However, if you do not provide the information, the College may not be able to process your application properly or at all.
Our recruiting managers shortlist applications for interview. They will be provided with the application form and any other details relating to the recruitment decision process.
We might ask you to attend an interview and/or complete tests – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. If we make a final offer, we will also ask you for the following:
If you accept a final offer from us, your personnel records will be held on our recruitment system which is an internally used HR and Payroll database, as well as in your paper-based personnel file.
The College collects and processes a range of information about you. This includes personal data, or personal information, which means any information about an individual from which that person can be identified, as follows:
Likewise, your details will be provided to the appropriate College’s pension provider, the Local Government Pension Scheme (LGPS) for professional support staff and the Teachers’ Pension Scheme (TPS) for academic staff. You will be auto-enrolled into the appropriate pension scheme and the details provided to the relevant pension provider will be your name, date of birth, National Insurance number and salary. Your bank details will not be passed on.
The information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus six years following the end of your employment. Details of our retention periods for different aspects of your personal information are available in our retention schedule which is available upon request. You can email DataProtection@hsdc.ac.uk.
The College needs to process data to enter into an employment contract with you and to meet its obligations under your employment contract. For example, it needs to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer pension entitlements.
In some cases, the College needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check an employee’s entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees to take periods of leave to which they are entitled.
In other cases, the College has a legitimate interest in processing personal data during and after the end of the employment relationship. Processing employee data allows the College to:
We will use your sensitive personal information in the following ways:
we will use information relating to family friendly leave (maternity, paternity, adoption, shared parental leave inter alia) to ensure that the College complies with duties in relation to statutory/occupational entitlements, and to ensure that employees are receiving the pay or other benefits to which they are entitled.
Aspects of your information will be able to be viewed by members of the People Services (HR) team (including payroll), your line manager, managers in the area in which you work and IT staff – but only if access to the data is necessary for performance of their roles.
In order to fulfil its statutory responsibilities, HSDC is required to provide some of an employee’s personal data to government departments or agencies e.g. provision of salary and tax data to HM Revenue & Customs
Some of the personal data we process about you will be transferred to, and stored at, a destination outside the European Economic Area (“EEA”), for example where personal data is processed by one of our suppliers who is based outside the EEA or who uses storage facilities outside the EEA.
In these circumstances, your personal data will only be transferred on one of the following bases:
Information is passed between various sections of the College for operational reasons (for example, the HR Division notifies changes of personnel to the Library, IT Services and other units on a ‘need to know’ basis).
Information may be disclosed to external agencies to which the College has obligations such as:
You have some obligations under your employment contract to provide the College with data. In particular, you are required to report absences from work and may be required to provide information about disciplinary or other matters under the implied duty of good faith. You may also have to provide the College with data in order to exercise your statutory rights, such as in relation to statutory leave entitlements. Failing to provide the data may mean that you are unable to exercise your statutory rights.
Certain information, such as contact details, your right to work in the UK and payment details, have to be provided to enable the College to enter a contract of employment with you. If you do not provide other information, this will hinder the College’s ability to administer the rights and obligations arising as a result of the employment relationship efficiently.
The College takes the security of your data seriously. The College has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.
The College maintains a data protection registration with the Information Commissioner’s Office, the independent authority which oversees compliance with the Data Protection Legislation and sets out, in very general terms, the full range of purposes for which we use student, staff and all other personal information. Please visit the Information Commissioners Office website for details.
As a data subject, you have a number of rights. You can:
If you would like to exercise any of these rights, please contact the College’s Data Protection Officer, Kat Kuzmin, DataProtection@hsdc.ac.uk.
HSDC tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of the College’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to
DataProtection@hsdc.ac.uk, if we are not able to resolve the issue to your satisfaction, you have the right to apply to the Information Commissioner’s Office (ICO). They can be contacted at https://ico.org.uk/
We keep our privacy notices under regular review. This privacy notice was last updated in September 2018.