Jo Coles - York and North Yorkshire Deputy Mayor for Policing, Fire and Crime

Jo Coles - North Yorkshire Deputy Mayor for Policing, Fire and Crime

Recruitment – Privacy notice

Published: 20 February 2024
Review date: 20 February 2025
Policy owner: Data Protection Officer

This privacy notice has been written to inform individuals about how and why Office of the North Yorkshire Police, Fire and Crime Commissioner processes personal data during the recruitment process.

This privacy notice should be read in conjunction with the General Privacy Notice.

Who are we?

North Yorkshire Police, Fire and Crime Commissioner is a data controller as defined by the UK GDPR. This means that we determine the purposes for which your personal data is processed and the manner of the processing.  We will only collect and use your personal data in ways that are compliant with data protection legislation.

The role of the DPO is to monitor our compliance with the UK GDPR and the Data Protection Act 2018 and advise on data protection issues.  If you would like to discuss this privacy notice or our use of your data, please contact:

Data Protection Officer
Office of the Police, Fire and Crime Commissioner
Harrogate Police Station
Beckwith Head Road
North Yorkshire
HG3 1FR // 01423 569562

What personal information do we collect?

The personal data we collect about you could include:

  • Name, Address and any other contact details such as email address and telephone numbers
  • Previous employment history, references and educational history

The Special Category we collect about you could include:

  • Gender, ethnicity, religion and nationality
  • ID documents including Passport/Visa details
  • Relevant Health and Disability information which relates to your application or the recruitment process.
  • Criminal record including unspent convictions
  • Eligibility to work information
  • Any information provided by your nominated referees (which may include any relevant disciplinary actions and/or sickness information)

Why do we collect your personal information?

We process your information for the purposes outlined below:

  • To assess your suitability for a vacancy.
  • For equality and diversity monitoring.
  • For health and safety purposes while on our site.
  • Where, as a potential employer, we are legally required to collect certain pieces of information.

Who do we obtain your information from?

We normally receive this information directly from you.  However, we may also receive some information from the following third parties:

  • Referees/previous employers.

Who do we share your personal data with?

We may share your information with the following organisations:

 North Yorkshire Police (for vetting purposes)

We may also share information with other third parties where there is a lawful basis to do so. For example, we sometimes share information with the police for the purposes of crime detection or prevention.

How long do we keep your personal data for?

We will retain your information in accordance with Records Management Policy and Retention Schedule .  The retention period for most of the information we process about you is determined by statutory obligations. Any personal information which we are not required by law to retain will only be kept for as long as is reasonably necessary to fulfil its purpose.

Details of successful candidates are kept in line with dates of employment and then usually for 7 years after the termination of contract.

Details of unsuccessful candidates are kept for 1 year after the end of the recruitment campaign, unless candidate is kept on a holding list (maximum 1 further year).

What is our lawful basis for processing your information?

Under the UK GDPR, it is essential to have a lawful basis when processing personal information.  We normally rely on the following lawful bases:

Article 6(1)(b) – performance of a contract

Article 6(1)(c) – legal obligation (where, as a potential employer, we are legally required to collect certain information)

In connection with certain job roles, the organisation may need to collect criminal information. For the processing of personal data relating to criminal convictions and offences, processing meets Schedule 1, Part 1 of the Data Protection Act 2018 as below:

(1) Employment, social security, and social protection

Some of the information we collect about you is classed as special category data under the UK GDPR.  The additional conditions that allow for processing this data are:

UK GDPR Article 9(2)(b) – processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by law meeting Schedule 1, Part 1 of the Data Protection Act 2018 as below:

  • Employment, social security, and social protection
  • Health and Social Care purposes

UK GDPR Article 9 (2)(g) – processing is necessary for reasons of substantial public interest with processing meeting Schedule 1, Part 2 of the Data Protection Act 2018 as below:

  • (8) Equality of opportunity or treatment

The legislations, policies and guidance that relate to this service includes, but is not limited to:

  • Employment Rights Act 1996 as amended
  • Health and Safety at Work Act 1974
  • Heath Act 2006
  • The Equality Act

Changes to this notice

We reserve the right to change this privacy notice at any time.

This privacy notice was last reviewed 31 January 2024.