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Privacy Notice for Job Applicants

Introduction

This privacy notice explains what you can expect when Nene Park Trust collects and uses information about you during our recruitment processes. Nene Park Trust is the fata controller for the information you provide, unless we state otherwise.

What we do with your information

Information you provide during the recruitment process is used solely to progress your application and assess your suitability for the role. 

We do not: 

  • Share your information with third parties for marketing purposes, or 
  • Store your information outside the European Economic Area (EEA). 

Your information is held securely in our systems and/ or by our authorised data processors, whether stored electronically or in hard copy. 

We will use the contact details you provide to communicate with you about your application and use the information you submit to evaluate your suitability for employment. 

What information we collect and why

We only request information that is necessary for the recruitment process, and we do not retain it for longer than required. 

Our lawful basis for processing personal data during recruitment is that it is necessary in order to enter into an employment contract with you. In some cases, we may also rely on: 

  • Legitimate interests (e.g. assessing your qualifications and experience) 
  • Legal obligations (e.g. right to work checks at offer stage) 
  • Consent (e.g. if you choose to provide optional equalities monitoring information) 
  • Employment law obligations where special category data is processed (e.g. health information for reasonable adjustments) 

Your are not obliged to provide the information we request, but failure to do so may affect our ability to process your application. 

Application Stage

We will ask for: 

  • Your name and contact details 
  • Your work history 
  • Referee details 
  • Responses to role-specific questions 

This information is accessible to our recruitment team and is stored in secure IT systems. 

Shortlisting Stage

Hiring managers shortlist applications based on how closely they match the requirements of the role. To reduce the risk of unconscious bias, our recruitment team removes applicant names before applications are reviewed.

Assessments Stage

You may be invited to: 

  • attend an interview 
  • complete tests or assessments 
  • participate in an assessment day 
  • complete occupational or personality questionnaires 

Information generated during these activities (such as written tests, assessment scores, and interview notes) is held securely by Nene Park Trust. 

Special Category Data

In certain circumstances we may collect special category data—for example: 

  • Equalities and diversity monitoring information 
  • Health or disability information required for reasonable adjustments 

We only process this information where it is necessary and lawful under GDPR, including Article 9 (2) (b) and 9 (2) (h).

Automated Decision-Making

We do not make recruitment decisions based solely on automated processing or profiling. All decisions involve human review. 

Use of Data Processors

We may use third‑party data processors to support our recruitment activities (e.g., recruitment agencies or HR platform providers). 
These processors: 

  • act only on our instructions 
  • cannot use your data for their own purposes 
  • must keep your information secure and confidential 
  • must delete it after the instructed retention period 

How long we retain your information

  • Successful applicants: Recruitment information becomes part of your employee file and will be retained for the duration of your employment plus six years.  
  • Unsuccessful applicants: Personal data and assessment information are retained for six months after the closure of the recruitment campaign. 

How we make Recruitment Decisions

Recruitment decisions are made by hiring managers and members of our recruitment team. All information gathered throughout the process is considered. You may request feedback on decisions by contacting your recruitment contact.

Your Rights

Under the UK General Data Protection Regulation (UK GDPR), you have the right to:

  • be informed about how we use your data
  • access the personal data we hold about you
  • ask us to correct inaccurate information 
  • request erasure of your information (where applicable)
  • request that we restrict or stop using your information (where lawful) 

Complaints or Queries

Nene Park Trust aims to meet the highest standards when handling personal information. If you have concerns about how your data is being used, please contact us in the first instance so we can address your concerns.

If you remain dissatisfied, you may contact the Information Commissioner’s Office (ICO): 
www.ico.org.uk/concerns

Access to Personal Information

You may request access to the personal data we hold about you by submitting a subject access request.

If we hold information about you, we will:

  • give you a description of the information
  • explain why we are holding it 
  • identify who it may be disclosed to
  • provide you with a copy of the information 

You may also request corrections to any inaccurate information.

Requests should be made in writing to the address below.

How to Contact Us

If you have questions about this notice or wish to exercise any of your rights, you may contact recruitment@neneparktrust.org.uk

Alternatively, you can write to:

Recruitment Team, Nene Park Trust, Ham Farm House, Ham Lane, Peterborough. PE2 5UU