HM Treasury Recruitment Privacy Notice

This notice sets out how we will use your personal data, and your rights under Articles 13 and/or 14 of the General Data Protection Regulation (GDPR).  

 

1.      Data Subject Categories

The personal information relates to members of the public.

 

2.      Data Categories

Information will include the following information regarding the data subject:

 

  • The information you have provided to us in your application form [curriculum vitae and covering letter] including personal contact details such as name, title, addresses, telephone numbers, and personal email addresses, employment history, qualifications.
  • Date of birth, gender.
  • Any information you have provide to us during interview – proof of ID (e.g. driving licence, utility bill as proof of address).
  • Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process).
  • Full employment records for Civil Service employment (including contract, terms and conditions, job titles, work history, working hours, promotion, absences, attendances, training records and professional memberships).
  • Secondary employment and volunteering information.
  • Evidence of how you meet the Civil Service nationality rules and confirmation of your security clearance. This can include passport details, nationality details and information about convictions/allegations of criminal behaviour.
  • Evidence of your right to work in the UK/immigration status.

 

3.      Purpose

The personal information is processed for the purpose of a recruitment campaign to fill a vacancy within HM Treasury. This will enable HM Treasury to process the following functions relating to your recruitment:

 

  1. Processing applications received for vacancies.
  2. Arrange interviews for successful applicants.
  3. Offer successful candidate the position.
  4. Onboarding the successful candidate onto our system, including checks against UKs immigration and nationality records and security clearance.
  5. Equality and diversity purposes, such as demographic and diversity analysis/audit/reporting.

 

4.    Legal basis of processing

The processing is necessary for the performance of a recruitment campaign and the task is carried out with a legitimate business interest, in order to take the necessary steps prior to entering into a contract; to enable us to comply with legal obligations, to carry out our functions as a government department/functions of the Crown; or where it is necessary to do so in the public interest. 

 

5.    Recipients

Your personal data will only be shared with relevant staff within HM Treasury and/or other organisations for the purposes listed in (3). Please see below for the list of other organisations:

 

  • United Kingdom Security Vetting (UKSV) – Security Vetting for successful candidate only.
  • The Civil Service Commissioners - Regulates recruitment to the Civil Service, providing assurance that appointments are on merit after fair and open competition.
  • Advisory Committee on Business Appointments - The Advisory Committee on Business Appointments (ACOBA) considers applications under the business appointment rules about new jobs for former ministers, senior civil servants and other Crown servants.
  • The office of the Commissioner for Public Appointments - Monitoring public appointments processes within his remit by: ensuring that appointing authorities act in accordance with the Government’s new Governance Code, including the Principles of Public Appointments; carrying out an audit of the procedures and practices followed by appointing authorities in making public appointments, hearing complaints and investigating any aspect of the appointment processes.
  • Oracle – HM Treasury’s Human Resources cloud providers.
  • Certus - Implementation partner, patching, maintenance and upgrades of Oracle.
  • NTT - As the personal information is stored on our IT infrastructure, it is also shared with our IT contractor NTT.
  • VSG – HM Treasury’s Pass Production supplier for London. If you are successful, only the necessary information will be shared with pass production to ensure you can receive relevant access to the building.
  • Interserve – HM Treasury’s Pass Production supplier for Norwich. If you are successful, only the necessary information will be shared with pass production to ensure you can receive relevant access to the building.

 

For each organisation listed above HM Treasury as the controller will only disclose the personal data necessary to deliver that service. Either a contract or data sharing agreement (as appropriate) in place to ensure that your information is kept securely and not to be used for any other purposes. 

 

Your personal information will be held on our cloud providers Oracle platform and controlled access measures are in place to mitigate any misappropriate use of your personal information. Oracle servers with HM Treasury data is hosted in the United Kingdom.

 

6.    Retention

For successful candidates your personal information will be kept for 6 years after end of the appointment. For unsuccessful candidates your personal information will be kept for 12 months after completion of the recruitment process.

 

7.    Special data categories

We will also collect, store and use the following "special categories" of more sensitive personal information:

 

  • Information about your race or ethnicity,
  • Religious beliefs,
  • Information about your health, including any medical condition, health and sickness records,
  • Sexual orientation,
  • Sex/Gender.

 

8.    Basis for processing special category data

When we need to carry out our legal obligations or exercise our employment-related legal rights; equal opportunities monitoring; where it is needed to assess your working capacity on health grounds preventing or detecting unlawful acts; performing our functions as a Government Department or a function of the Crown.

 

9.    YOUR RIGHTS

  • You have the right to request information about how your personal data are processed, and to request a copy of that personal data.
  • You have the right to request that any inaccuracies in your personal data are rectified without delay.
  • You have the right to request that your personal data are erased if there is no longer a justification for them to be processed. (Request to delete individual responses will be considered on a case by case basis)
  • You have the right in certain circumstances (for example, where accuracy is contested) to request that the processing of your personal data is restricted.
  • You have the right to object to the processing of your personal data where it is processed for direct marketing purposes.

 

10. WHERE TO SUBMIT A DATA SUBJECT ACCESS REQUEST (DSAR)

If you would like to enact your above rights, you can do so by submitting a Data Subject Access Request at:

 

HM Treasury Data Protection Unit
G11 Orange
1 Horse Guards Road
London
SW1A 2HQ

dsar@hmtreasury.gov.uk 

 

11. COMPLAINTS

If you consider that your personal data has been misused or mishandled, you may make a complaint to the Information Commissioner, who is an independent regulator.  The Information Commissioner can be contacted at:

 

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

0303 123 1113

casework@ico.org.uk

 

Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.

 

12. CONTACT DETAILS

The data controller for your personal data is HM Treasury. The contact details for the data controller are:

 

HM Treasury

1 Horse Guards Road

London

SW1A 2HQ

020 7270 5000

public.enquiries@hmtreasury.gov.uk

 

The contact details for the data controller’s Data Protection Officer (DPO) are:

 

Data Protection Officer

1 Horse Guards Road

London

SW1A 2HQ

privacy@hmtreasury.gov.uk

 

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