Privacy Notice

This privacy notice sets out how Enfield Council and its wholly owned trading companies receives, stores and uses the information you provide and your rights relating to our handling of your data relating to job applicants and those registered for job alerts. The rest of this notice says “We” or “Our” to refer to Enfield Council and its wholly owned trading companies.  The Data Protection regulations require us to do this in a lawful, fair and transparent manner. This document forms part of that transparency. Please read this Privacy Notice carefully to understand how we will treat your data. By using this applicant tracking system you will be asked to accept this privacy notice (and our Cookies policy as set out later in this privacy notice).  Please do not accept if you do not agree to the terms of this Privacy Notice. 

By agreeing your consent at the end of this Privacy Notice, you confirm that you are aged 13 years or over and are accepting this Privacy Notice, consenting to progress your application using your data as stated by this notice. By agreeing that you wish to be included in the talent pool at the end of this Privacy Notice, you are additionally consenting for us to contact you if we think your skills and experience would be a match for a different role or opportunity, and to process your data for that purpose. To clarify, our talent pool means that we can contact you if we think your skills and experience would be a match for a different role or opportunity.

As part of all recruitment processes, we collect and process personal data relating to job applicants and those registered for job alerts. We may also take information from publicly available information.  We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations. 

What information do we collect?

We collect a range of information (including sensitive personal information) about you when you visit this applicant tracking system. This includes:

• your name, address and contact details, including email address and telephone number;
• details of your qualifications, skills, experience and employment history;
• your assessment outcomes where pre-employment testing is carried out;
• information about your current level of remuneration, including benefit entitlements;
• details of your referees and, if references taken, their responses;
• details of your job preferences for job alerts;
• whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process;
• criminal records information;
• information about your entitlement to work in the UK; and
• equal opportunities monitoring information, including information about your ethnic origin, age, sexual orientation, health and religion or belief.

We collect this information in a variety of ways. For example, data might be contained in application forms, CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests. We will also collect personal data about you from third parties, such as references supplied by former employers or other third party referees, information from criminal records checks (if applicable to your role) and information from occupational health checks. We will seek information from third parties only once a conditional job offer to you has been made and you have accepted the offer. Your acceptance of our conditional offer of employment serves as your consent to our seeking of information from third parties (for clarification, this includes approaching the referees you have stated in your application). By completing the equalities monitoring section which forms part of our online application process, providing us with any Criminal Records Information and any other information requested for the purpose of progressing your conditional offer of employment, you will signify your explicit consent to such sensitive data being processed by us. Data will be stored in a range of different places, including on your application record, in HR and document management systems, payroll systems, reporting systems and on other IT systems (including email). We may also collect information on an on-going basis about what pages you access or visit on this site and information about your use of this site, for example, the job vacancies and categories you have viewed and any changes you make to information you supply to us, including by use of cookies (refer to cookies policy at the end of this Privacy Notice).

Why do we process personal data?

We need to process data to take steps at your request prior to entering into a contract with you. We also need to process your data to enter into a contract with you. In some cases, we need to process data to ensure that we are complying with legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts. Our processing of personal data during the recruitment process and for keeping records of the process is a requirement of UK employment law, and also information required before entering into a contract to which both yourself and Enfield Council will be subject. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims. We process health information to see if we need to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out our obligations and exercise specific rights in relation to employment. We process other special categories of data, such as information about ethnic origin, sexual orientation, age, health or religion or belief, for equal opportunities monitoring purposes. For this type of information we rely on explicit consent. For some roles, we are obliged to seek information about criminal convictions and offences. Where we this information, we do so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment. We recognise that in some circumstances you may authorise one of our recruitment consultants to register your interest in a role on your behalf (or add your details to our site if we have used a third party to search and select).  In such cases, we will still require you to provide us with your consent to us processing your personal data in accordance with this Privacy Notice.  If possible, we will ask you to consent to your application and addition to the talent pool as part of the application process.  If this is not possible, we will contact you by email, attaching a link to a copy of this Privacy Notice and we will ask you to confirm by return email that you agree to our processing of your personal data in accordance with this Privacy Notice.  Please note that our recruitment consultants will not be able to process any of your data on your behalf/process your application any further until we have received your consent by return email. 

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 recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy, payroll, audit, IT staff in order to set up systems access and any other internal department deemed necessary for your employment purposes. We will share your data with third parties during the application period if the role you are applying for requires on-line assessments. We will then only share your data with other third parties if your application for employment is successful and we make you a conditional offer of employment. We will then share your data with former employers to obtain references for you, other organisations covered by the Redundancy Modification order to determine local government continuous service, employment background check providers to obtain necessary background checks, occupational health, and the Disclosure and Barring Service to obtain necessary criminal records checks. As part of making an application for a role with Enfield Council or its wholly owned traded companies, you consent to us sharing your personal information with the third parties stated above or any others deemed necessary for your offer of employment to be finalised. 

Transfers of data outside of the United Kingdom and the EEA

If you are applying for a role/registering for job alerts on our site from:

a) within the United Kingdom and the European Economic Area (EEA), then we will not transfer your personal data outside of the United Kingdom and the EEA;

b) outside of the United Kingdom and the EEA, then we may transfer your personal data outside of the United Kingdom and the EEA for the purposes of corresponding with you in relation to the role/job alerts you have applied/registered for.

Note that if your referees are outside the EEA we may need to contact them with your details so they can provide references. If former employers, qualification bodies and others we need to verify your application are outside the EEA it may be necessary to contact them with your information. 

How do we protect data? 

Enfield Council takes the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.  Please see Enfield Council Privacy notice for further information. Please note that the internet is not a secure medium and we cannot guarantee the security of any data you disclose on-line.  You accept the inherent security risks of providing information and dealing online over the internet and will not hold us liable for any breaches of your data protection rights attributed to the transmission of your personal data over the internet. 

Links to other sites

This website contains links to other sites. Please be aware that Enfield Council is not responsible or liable for the privacy practices of such other sites.  We encourage our users to be aware when they leave our site and to read the privacy statements of each and every website that collects personally identifiable information.  This privacy statement applies solely to information collected by this web site. 

For how long do we keep data? 

If your application for employment is unsuccessful, we will hold your data on file for one year after the end of the relevant recruitment process in case there are future employment opportunities for which you may be suited (talent pool).  We will ask for your consent for this at the time of application and you are free to withdraw your consent at any time. At the end of that period (or if you withdraw your consent), your data is anonymised removing personal data and keeping only statistical data required for reporting and documents directly associated with you are destroyed. Interview notes for unsuccessful candidates will be held electronically by the interviewers and deleted/destroyed after 6 months. If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment.  At the end of your employment, it will be kept for a further seven years.   Your data will remain unarchived on the applicant tracking system meaning that it will remain visible to us until the point at which you request for it to be deleted.  At the point that you leave our employment, you may request the right for your data to be deleted if you wish; there is some data we are required to retain by law which is not subject to this right, but much of your data can be removed. 

Your rights

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

• access and obtain a copy of your data on request (subject access request): You can make a subject access request by a direct request to us or our Data Protection officer, but we encourage you to use this online request form as it will speed our response;
• require us to change incorrect or incomplete data: If you would like to update the data we hold about you, we recommend you log into your account on the site and update your information accordingly;
• require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing: If you would like us to delete the personal data we hold about you, we recommend you log into your account and select the privacy and legal statement option from the summary page - in here you will be able to select to erase your data.  Please note that in the event that you wish to exercise this right, we may be unable to process your application any further, consider you for any other roles where we think your skills and experience may be suitable for another role or opportunity, or continue to send you job alerts.  If you wish us to stop processing the personal data we hold about you, please use the contact details below and specify why you would like us to stop processing your personal data. Please note that in the event that you wish to exercise this right, we may be unable to process your application any further,  consider you for any other roles where we think your skills and experience may be suitable for another role or opportunity or continue to send you job alerts;
• object to the processing of your data: If you would like to object to our processing of your data, please use the contact details below providing details of your objection. Please note that in the event that you wish to exercise this right, we may be unable to process your application any further or continue to send you job alerts; and
• ask us to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the organisation's legitimate grounds for processing data. If you would like to exercise this right, please use the contact details below specifying details of why.  Please note that in the event that you wish to exercise this right, we may be unable to process your application any further or continue to send you job alerts.

If you would like to exercise the rights, where specified above, please contact recruitmentcentre@enfield.gov.uk or hrbusinesssupport@enfield.gov.uk   

The data controller of your personal data is Enfield Council if you are applying for an Enfield Council role. For roles with the wholly owned trading companies, Enfield Council acts on behalf of the companies as a processor and manages your data on their behalf. The controllers have agreed that Enfield Council will act as the communication point for all of the wholly owned trading companies, and that they will share a Data Protection Officer.

The data controller can therefore be contacted via:

Enfield Council
Civic Centre
Silver Street
Enfield
EN1 3XA

The Data Protection Officer can be contacted via email at enfield.data.protection.officer@enfield.gov.uk, or by post at the above address, marking for the attention of the Data Protection Officer. For further information about information rights and independent advice or if you believe that we have not complied with your data protection rights, you can visit/complain to the Information Commissioner's Office. 

What if you do not provide personal data? 

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

Automated decision-making

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

Cookies Policy

Certain parts of the site use “cookies” to keep track of your visit and to help you navigate between sections.  What are cookies? A cookie is a small data file that certain websites store on your computer’s hard-drive when you visit such websites.  Cookies can contain information such as your user ID and the pages you have visited. 

What do we use Cookies for?

We use cookies on our site to enable us to deliver content that is specific to your interests, to give us an idea of which parts of the site you are visiting and to recognise you when you return and to retain the information you provide as you navigate between pages on the site whilst completing any applications for job vacancies.  Our cookies do not directly read any other data from your computer’s hard drive or read Cookies created by other websites that you have visited. 

How do I reject or accept Cookies?

You may refuse to accept Cookies by activating the setting on your browser which allows you to refuse the setting of Cookies.  If, however, you select this setting you may be unable to complete an application for any job vacancies contained on our site as the information you provide will be lost as you navigate between pages on the site.

See http://www.allaboutcookies.org for more information about Cookies and how to disable them in your browser. 

Third-party content Please note providers of third party content contained on the site may also use Cookies over which we have no control- unless that of Enfield Council, please see Enfield Council’s Privacy notice. 

Review of this Privacy Notice 

We may modify this Privacy Notice from time to time. If this happens, you will be able to access the updated version when you log into your account and apply for a role.