Key Service Telephone Numbers
Recruitment Privacy Notice
Key contact details
Name: Human Resources and Organisational Development
Address: Downshire Civic Centre, Ardglass Road, Downpatrick, BT30 6GQ
Phone Number: 0330 137 4000
E-mail: recruitment@nmandd.org
This notice is to inform you how Newry, Mourne and Down District Council (NMDDC) processes your information (‘personal data’) when you apply for a job with NMDDC, including the application process and pre-employment checks. NMDDC is the data controller for the processing set out in this notice, which means we decide how and why your data is processed, either on our own or jointly with another organisation.
Where you apply for a role through a recruitment agency, your personal data is shared with NMDDC by that agency. These organisations have their own data-processing practices and responsibilities, and they process your information in accordance with their own privacy notices and contractual arrangements they hold with NMDDC. For further information on how these organisations process your personal data, please refer to their respective privacy notices.
This notice provides additional information that specifically relates to this particular service and should be read together with the Corporate Privacy Notice: www.newrymournedown.org/privacy which sets out our core data protection obligations and commitments.
The type of personal information we collect
• Personal details such as name, date of birth, national insurance number, personal contact information, address
• Information we require to verify your identity such as passport, driving licence or other identity documentation
• Eligibility – nationality and immigration status and evidence of right to work in the UK
• Employment history
• Information relating to qualifications, licences and professional memberships
• Evidence of how you meet the requirements of the job including application form; interview notes; internal notes; the results of any written or online assessments such as technical, ability, aptitude or psychometric tests; correspondence
• Diversity and inclusion information
• Disability and reasonable adjustment requirements
• Information about your current level of remuneration, including, where applicable, benefit entitlements.
• Racial or ethnic origin, religious beliefs, sexual orientation and gender identity (including ensuring meaningful equal opportunities monitoring and reporting)
• Medical information including physical health or mental condition
• Where applicable, criminal offences, including alleged offences, criminal proceedings, outcomes and sentences.
• To comply with the Council’s statutory obligations on safer recruitment practices
• To help us make safer recruitment decisions
• To safeguard employees and service users of the Council.
• References - your current/most recent employer will be asked to provide information with regards to your employment and suitability for the post including whether there are any on-going disciplinary investigations or current sanctions.
• Verification of qualifications.
• Right to work checks and related documents.
• Criminal records checks, where relevant to the post applied for.
• Date of birth
• Sex
• National insurance number
• Personal documentation (Passport/Driving Licence)
• Bank account details
• Emergency contact details
• Next of kin details
• Medical information including physical health or mental condition, sickness and occupational health records
• If you are a carer (but only where you have opted to provide this information)
How we get your personal information
• from third parties acting on your behalf such as family member(s), advocates, etc
• your previous employers and education providers, whom we may ask to provide a reference
• external recruitment consultants, whom we may engage for some recruitment campaigns
• from our commissioned partners or contractors who undertake work on our behalf
• sources of information used for our pre-employment checks, including records of criminal offences
• Access NI Checks
How we will use information about you
• manage the recruitment and selection process
• progress your application and communicate with you about its status
• assess your suitability for the role you have applied for
• decide to whom to offer a job
• comply with equal opportunities monitoring and reporting requirements
• verify your qualifications, experience, and professional memberships
• carry out checks on your right to work in the UK
• conduct pre-employment checks (such as criminal record checks, where applicable)
• obtain information from your referees
• help us to develop and improve our recruitment and selection processes
• fulfil legal or regulatory requirements where necessary
• prevent and detect fraud or other unlawful activities
• respond to and defend against legal claims
• maintain records for audit and compliance purposes
• manage our student intake and apprenticeship process
Automated Decision Making
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
Who we share your personal information with
Our Corporate Privacy Notice sets out the general types of information sharing that the Council carries out to fulfil statutory obligations, legal requirements, and service delivery. Human Resources may share your information with:
• the recruiting manager and selection panel
• occupational health
• human resources support
• payroll
• IT
• expert partners such as employment law solicitors
• NI and UK government departments and agencies
• Equality Commission NI
• HMRC
• suppliers and service providers such as external assessment centre providers
• courts, tribunals, and parties to litigation
• Northern Ireland Audit Office
• Home Office
• trade unions
Lawful bases for processing your personal data
• taking steps prior to entering a contract or performing obligations under your contract of employment (Article 6(1)(b) of the UK GDPR)
• performing or exercising general legal obligations we must meet, including duties and rights under employment law, social security law or social protection (Article 6(1)(c) of the UK GDPR)
• where it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Council, for example fraud prevention and protection of public funds (Article 6(1)(e) of the UK GDPR)
• your consent (only where no other lawful basis applies, and where you have a genuine choice and control over whether your information is processed, including the right to withdraw your consent at any time without detriment) (Article 6(1)(a) of the UK GDPR)
Where the information we process is special category data, the additional bases for processing we rely on are:
• purposes of carrying out the obligations and exercising specific rights of the Council or of you in the field of employment (Article 9(2)(b) of the UK GDPR).
• establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity (Article 9(2)(f) of the UK GDPR).
• reasons of substantial public interest based on UK law, in the exercise of the official authority vested in the Council (Article 9(2)(g) of the UK GDPR).
• purposes of preventive or occupational medicine or for the assessment of the working capacity of the employee (Article 9(2)(h) of the UK GDPR), such as health information for occupational health assessments.
Keeping your personal information
• Unsuccessful candidate data (including application forms, CVs, interview notes, and assessment results) will normally be retained for up to 24 months after the date of application, unless a longer period is required for an extended reserve list or to resolve a complaint or legal claim.
• Successful candidate data will be transferred to your personnel file and retained in accordance with our Employee Privacy Notice and retention schedule.
• Equality monitoring information will be anonymised and retained for reporting purposes only.