Privacy Notice

How we will use your information

The Guinness Partnership Ltd Group, 30 Brock Street, Regent’s Place, London, NW1 3FG will be responsible for determining the use of your information.

We’re committed to protecting the personal information we collect about you. This privacy notice explains what happens to the information you are providing to us.

Our obligations under Data protection Regulations are overseen by the Information Management Governance and Risk Team who can be contacted on informationmanagement@guinness.org.uk.

The Guinness Partnership has appointed a Data Protection Officer to monitor our compliance with Data Protection Regulations. If you have any concerns they can be contacted on:

dataprotectionofficer@guinness.org.uk.

Data Protection Officer

Bower House

1 Stable Street

Hollinwood

Oldham

OL9 7LH

Guinness Care and Support Ltd has appointed a Data Protection Officer to monitor our compliance with Data Protection Regulations. If you have any concerns they can be contacted on:

GCdataprotectionofficer@guinness.org.uk

Data Protection Officer

Hillfields House

Matford Court

Sigford Road

Devon

Exeter

EX2 8NL

Why do you need my personal data?

When you apply for a vacancy with us we will only collect and use the minimum amount of personal information required in order for us to:

  • assess your application against the criteria of the vacancy
  • communicate with you in relation to your application
  • ensure we treat all applications equally on merit
  • ensure that any specific needs required by you are met by making reasonable adjustments through the recruitment process
  • ensure that if successful we do not place any vulnerable adults or children at risk
  • at your request, if unsuccessful keep you in our ‘talent pool’ for similar roles in the future
  • ensure you have the Right to Work in the U.K.

For Guinness Care employees the following also applies:

  • Information will be checked against the DBS and the Independent Safeguarding Authority

We need a lawful reason to use your information, for the majority of your personal information we will use one of the following conditions:

  • Consent – for example, to keep you updated on similar job opportunities in the future
  • necessary to take steps or for the performance of a contract – to assess your application for employment
  • legitimate interests – there will be from time to time a need for us to process your personal data in our or a third parties legitimate interests. Further information can be found in this Privacy Policy
  • if it is required by law.

We will process special category information in order for us to meet your needs. This could include processing:

  • health information – to meet your needs through the recruitment process by making reasonable adjustments in accordance with the Data Protection Act 2018 Schedule 1 Part 1 (1) and the Equality Act 2010
  • information on your religion, ethnic origin and sexual orientation - to ensure we treat all applications on merit in accordance with the Data Protection Act 2018 Schedule 1, Part 2 (7) and the Equality Act 2010.

We also collect information on any criminal convictions you may have had as part of our obligations under the Rehabilitation of Offenders Act 1974

For Guinness Care employees the following also applies:

  • We will also process your information to satisfy CQC requirements

Who will you share with and receive my personal data from?

The information you provide will be used by internal Guinness Teams:

  • HR Recruitment Team
  • If successful, the Guinness HR team and your new line manager, more information will be provided to you at this time.

In order to be able to ensure a smooth recruitment process for you we will be required to share information with external organisations.

  • 3rd party IT provider eArcu who operate our recruitment system. eArcu personnel will only access the data to ensure the ongoing operation and security of the system.
  • Criminal Record Services Ltd to undertake DBS checks on behalf of Guinness.
  • Previous employers.

How will you keep my information safe?

  • We will apply appropriate measures to ensure your personal information is secure. For example, we have systems in place so that access to personal information is restricted to authorised individuals on a strictly need-to-know basis.
  • When we need to share personal data with our contractors and third party suppliers, we have contracts with them that sets out their responsibilities
  • To help us ensure confidentiality of your personal information we will ask you (and any of your representatives) security questions to confirm your identity when you call us and as may be necessary when we call you. We will not discuss your personal information with anyone other than you, unless you have given us prior written authorisation to do so or where we have received a clear verbal instruction from you (as a one-off circumstance).
  • Making sure staff complete mandatory Data Protection Training

Transferring Information outside of the European Economic Area (EEA)

Not all countries outside the EEA have data-protection laws that are similar to those in the EEA and if so, the European Commission may not consider those countries as providing an adequate level of data protection.

We do not currently use any third parties where your information will be transferred outside of the EEA.

How long we keep it

The information you have provided will be kept for 2 years after last log-in on the eArcu Recruitment System.

If successful, any information you have provided required for managing your employment will be passed to the wider Guinness HR team.

What rights do I have?

Data Protection law gives you greater control as to how we can use your information. To enable this you have the right to request us to take action in relation to your information. You have the following rights:

  • Right of access – the right to request details as to how we use your information and to be provided with a copy of that information.
  • Right to Rectification – the right to have inaccurate data corrected
  • Right to erasure – the right to have certain information about you deleted
  • Right to Restriction – the right to request us to limit the use of your personal information in certain circumstances
  • Right to Object – the right to object to us using your information for a task carried out in the public interest, where we have informed you that we are processing in our or a third parties legitimate interests or if we use your information for direct marketing
  • Right to Data Portability – the right to request certain types of information to be provided to you or transferred to a third party in an electronic, machine-readable format.
  • Right to Withdraw Consent –If we ask for your consent to process some of your personal information, you have the right to withdraw this at any time. We will never ask for consent for providing a service to you or if you would be disadvantaged if you did not want to consent.
  • Automated Decision Making – we currently do not make any decisions relating to you in a solely automated fashion. i.e. without any human involvement. If we do we will tell you and you will have the right to request us not to unless it is strictly required to enter into (or performance of) your contract, required by law or you have provided your explicit consent.

Please Note: these rights are not absolute and will be considered on a case by case basis except where you withdraw consent or object to direct marketing. In each case we will let you know in our correspondence with you whether we can comply with your request and provide a full explanation if we cannot comply.

How do I make a request in relation to my rights under Data Protection?

When you make a request we need to be sure that it is you applying. You will need to either pass our data protection checks or we may ask you to provide 2 forms of identification if we have any doubts.

We will consider each and every request and respond within one month of receiving a valid request. If your request is particularly complex we may extend this, by exception, for up to a further 2 months.

To request access to your personal data or to exercise any of your other rights, by contacting us at:

Information Management Governance and Risk Team

The Guinness Partnership

Bower House

1 Stable Street

Hollinwood

Oldham

OL9 7LH

Or use any of the following methods:

It would be really helpful if you could provide as much information as possible to help us assess and progress your request.

What can I do if I am not happy?

If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Officer on dataprotectionofficer@guinness.org.uk who will investigate the matter.

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law you can make a complaint to the Information Commissioner’s Office (ICO).

Information Commissioner,

Wycliffe House, Water Lane,

Wilmslow,

Cheshire

SK9 5AF

Phone: 0303 123 1113

www.ico.org.uk