Purpose and lawful basis for processing
Purpose
Our purpose for processing this information is to assess your suitability for a role you have applied for and to help us develop and improve our recruitment process.
Lawful Basis for Processing
Legitimate Interest(s) – a legitimate interest is when we, or a third party on our behalf, has a business or commercial reason to use or process your information, so long as this is not overridden by your own rights and interests. These interests cover a number of aspects of our business operations, including:
- Information, system, network and cyber security purposes, including the monitoring and protection of our IT systems;
- System development and enhancement;
- Record management arrangements;
- Processing personal information received / obtained from a third-party source e.g. mailing list information; and
- Ensuring we are able to keep up to date with our contacts and their requirements including, where relevant, developments in their organisations.
Legal Obligation – processing is necessary for compliance with a legal obligation – to comply with a common law or statutory obligation e.g. to check a successful applicant’s eligibility to work in the UK before employment starts.
What data is collected
We collect or use the following personal information as part of staff recruitment, administration and management:
- Contact details (eg name, address, telephone number or personal email address)
- Date of birth
- National Insurance number
- Gender
- Copies of passports or other photo ID
- Copies of proof of address documents (eg bank statements or bills)
- Next of kin or emergency contact details
- Employment history (eg job application, employment references or secondary employment)
- Education history (eg qualifications)
- Right to work information
- Details of any criminal convictions (eg DBS checks)
- Political, conflict of interest or gift declarations
You will also be asked to complete our Equalities and Diversity Monitoring form. This is not mandatory – if you don’t provide it, it won’t affect your application. We won’t make the information available to any staff, in a way that can identify you. Any information you provide will be used to produce and monitor equal opportunity statistics. This information may also be shared with external equality and diversity auditors, and our funders.
If completed, this Equalities and Diversity monitoring form collects the below types of protected data:
- Racial or ethnic origin
- Religious or philosophical beliefs
- Genetic information
- Health information
- Sexual orientation information
Where we get personal information from
We collect your information from the following places:
- Directly from you
- Employment agency
- Referees (external or internal)
What will we do with the information you give us?
We will use all the information you provide during the recruitment process to progress your application with a view to offering you an employment contract with us, or to fulfil a legal or regulatory requirement if necessary.
Our CEO and Creative Director will have access to all this information. This information may also be provided to the hiring manager, our SMIA Company Board or external consultants who will be involved in the recruitment process.
We will use the contact details you give us to contact you to progress your application. We may also contact you to request your feedback about our recruitment process.
Any third parties involved in the recruitment process will be subject to The SMIA’s Data Protection policy. We will not share any of the information you provide with any third parties for marketing purposes.
If your application for employment is successful and The SMIA makes an offer of employment to you, we will then share your personal information with your former employers to obtain references about you.
Application stage
You will be asked to submit your CV and cover letter to us by emailing jobs@smia.org.uk. You can apply for the majority of our roles in written, audio or visual formats.
Depending on the role being applied for, we may also request additional information at this stage which will be outlined in the job description.
What personal information do we ask for, and why?
- Name, email address, postal address and telephone number;
- Details of your qualifications, skills, experience and employment history;
- Information about your current level of remuneration, including benefit entitlements;
- Whether or not you have a disability for which The SMIA needs to make reasonable adjustments during the recruitment process; and
- Information about your entitlement to work in the UK.
We do not collect more information than we need to fulfil our stated purposes and will not keep it longer than necessary.
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for, but it may affect your application if you don’t.
Please be aware that should your recruitment application be unsuccessful, unless it is agreed with you to keep your information on file for future suitable positions, your personal data will be disposed of in line with our data protection policies and procedures.
How long is the information retained for?
| Recruitment Documentation, CVs, Cover Letters, Application Forms, Interview Notes (for unsuccessful candidates) | 1 Year |
| Recruitment Documentation, CVs, Cover Letters, Application Forms, Interview Notes (for successful candidates) | 2 Years following employment cessation |
Following the expiry of this timescale, your personal information will be disposed of securely in line with our data protection policies and procedures.
Your rights
As an individual, you have certain rights regarding your own personal data.
For more information on your rights, please see ‘Your rights as an individual’.
Do we use any data processors?
The SMIA does not use any external data processors in its recruitment processes.