As part of any recruitment process, Pact collects and processes personal data relating to job and voluntary work applicants. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does the organisation collect?

Pact collects a range of information about you. This includes:

• your name, address and contact details, including email address and telephone number;
• details of your qualifications, skills, experience and employment history;
• for job applicants, information about your current level of remuneration, including benefit entitlements;
• whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process;
• information about your entitlement to work in the UK; and
• equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health, and religion or belief.

Pact may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

Pact may also collect personal data about you from third parties such as references. Pact will seek information from third parties only once a job or voluntary work offer to you has been made and will inform you that it is doing so.

Data will be stored in a range of different places, including on your application record, in HR management systems (electronic and paper files) and on other IT systems (including email).

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to Pact during the recruitment process. However, if you do not provide the information, Pact may not be able to process your application properly or at all.

Why does Pact process personal data?

Pact needs to process data to take steps at your request as an applicant, prior to entering into an employment contract or volunteering relationship with you.

In some cases, Pact needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment or volunteering engagement begins.

Pact has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job and voluntary work applicants allows the organisation to manage the recruitment process, assess and confirm a candidate's suitability for work. The organisation may also need to process data from job applicants to respond to and defend against legal claims.

The organisation will not use your data for any purpose other than the recruitment exercise for which you have applied. The organisation may seek your consent to hold your data for longer should your application be unsuccessful in case there may be other employment or volunteering opportunities for which you may be suited.

Special category data

Pact processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment and volunteering.

Where the organisation processes other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes.

For some roles, Pact is obliged to seek information about criminal convictions and offences. Where the organisation seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment and volunteering.

Who has access to data?

Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR and volunteering team, interviewers involved in the recruitment process, managers in the department where there is a vacancy, and IT staff if access to the data is necessary for the performance of their roles.

For employment vacancies, Pact uses an Application Tracking System provided by EasyWebATS (Verticality Ltd), which may access your data if necessary for the performance of the system. For volunteering opportunities, Pact uses an online recruitment platform linked to our volunteer management system called Better Impact (provided by Better Impact Software Ltd). This organization will only access your data if necessary for the performance of the system.

The organisation will not share your data with other third parties, unless your application for employment or voluntary work is successful and this is confirmed to you. Pact will then share your data with former employers or other contacts which you provide to obtain references for you, employment background check providers to obtain necessary background checks (such as the prison service for prison vetting) and the Disclosure and Barring Service to obtain necessary criminal records checks.

Pact will not transfer your data outside the European Economic Area.

Pact takes the security of your data seriously. Pact endeavours to ensure appropriate controls are in place to safeguard your data.

For how long does the organisation keep data?

If your application for employment or voluntary work is unsuccessful, Pact will hold your data on file for 6 months after the end of the relevant recruitment process. If you agree to allow the organisation to keep your personal data on file, the organisation will hold your data on file for a further six months for consideration for future employment opportunities. At the end of that period, your data is deleted or destroyed.

If your application for employment or voluntary work is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment or volunteering with us. The periods for which your data will be held will be provided to you in a new privacy notice.

Your rights

As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request;
• require Pact to change incorrect or incomplete data;
• require Pact delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
• object to the processing of your data where Pact is relying on its legitimate interests as the legal ground for processing; and

If you would like to exercise any of these rights, please contact our recruitment team at [email protected]

In the event that you wish to make a complaint, please write to us at:

Information officer

Pact

29 Peckham Road

London

SE5 8UA

If you believe that Pact has not complied with your data protection rights, you can complain to the Information Commissioner.

Automated decision-making

Recruitment processes at Pact are not based solely on automated decision-making.

Want to know more?

To find out more about how we collect and process data on our website please click here.