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Recruitment privacy notice

Recruitment privacy notice

This privacy statement tells you how we handle personal information you provide to us when you apply for a job. This includes information you submit through our online job application portal.

This privacy notice should be read alongside the council’s main privacy statement

We carefully protect your data from loss, misuse, unauthorised access or disclosure, alteration, or destruction. Appropriate technical and organisational measures are in place to protect your data.

Who is responsible for your information?

Chesterfield Borough Council is the data controller for the personal information collected.

How is your information collected?

As part of the recruitment process, we may collect information about you in a number of ways, including:

  • information you provide to us directly or passed to us by Derbyshire County Council who manage the recruitment portal
  • information we receive from third parties – for example where you apply for a role via a recruitment agency or apprenticeship provider, or the results of a criminal records check
  • information we receive from third parties we have contracted to support our recruitment process – for example occupational health questionnaire
  • information requested about you from the referees you provide to us

Purpose of processing your personal data

Your personal data will be processed to consider your application for employment or an apprenticeship, and, if you are hired for a position with us, the information you provide to us in your employment application and candidate profile may be used as a part of our on-boarding and human resources information management processes. 

Depending on the position for which you are applying, a pre-employment background check may be required.

We may process your personal data for any of the following purposes:

  • to consider your suitability for any of our current or future employment opportunities and to confirm your references and educational background
  • for human resources administration relating your recruitment and on-boarding, including payroll and benefits, training and development, performance management, sickness and absence management, grievance and disciplinary procedures, equal opportunities monitoring, business continuity planning
  • for internal finance management, including expenses reimbursement, travel and time- keeping
  • for monitoring and assessing compliance with our policies and standards
  • for administrative purposes in relation to the security and access of our systems, premises, platforms and secured websites
  • to comply with our legal and regulatory obligations and requests, including reporting to and/or being audited by regulatory, enforcement bodies, and
  • to comply with court orders and exercise and/ or defend our legal rights.

Categories of personal data and lawful basis

If you are applying for a position with us, we will process the following types of information about you:

  • personal details, such as name, date of birth, occupation, country of residence and national insurance or number, or equivalent
  • contact details such as your email address, postal address and/or telephone number
  • your work and education history
  • identification documentation, such as a photocopy of your passport, driving license, ID card or other documentation required by law. Copies of these documents may include a photograph of your face and shoulders
  • bank account details to process your salary/wages
  • contact details for referees, and the references they provide
  • other information you provide to us through our recruitment process
  • our assessment of your suitability for the role
  • details of your commission, or alleged commission, of a criminal offence. 

Under data protection legislation, this data processing is permitted because we have the consent of the data subject.

Categories of sensitive personal data and lawful basis

In order to provide this service, we may need to process some or all of the following categories of sensitive personal information:

  • information necessary to comply with equalities legislation which may include sensitive data – this could include information about your ethnicity, political and religious beliefs, sexuality and nationality
  • health information  (for occupational health review). 

Under data protection legislation, this data processing is permitted because we have the explicit consent of the data subject. 

If we offer you a role with us, you will be asked to complete an occupational health review form from COPE (our third party occupational health service provider). Some outcomes from the review involve automated processing. Individuals are only declared as ‘fit’ through automated processing. Any other result always involves a human review of the information.

Under data protection legislation, you have the right to request a review of any automated decision making, please get in touch with your HR contact, or use the contact information below.

Who we share your personal data with

We will disclose some information about you to:

  • the referees you have included in your application
  • third parties who are data controllers in their own right that provide services for the council, for example occupational health service providers (currently COPE) or apprenticeship training providers
  • third parties who act as data processors on our behalf (such as those that conduct background checks, provide occupational health services, or manage payroll)
  • any regulatory, enforcement or exchange body or court where we are required to do so by law or regulation.

Further information

Please get in touch if you would like more information about how the council processes your personal data:

• contact the council's data protection officer.


Last updated on 10 December 2018