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Privacy Notice for Greater London Authority (GLA) applicants

This page was updated on: 25 May 2018

The GLA collects and processes personal data relating to its applicants to manage the recruitment process. The GLA is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

The information in this privacy notice explains how the GLA will use your personal information when you apply for a role with the GLA.

This information should be read together with the notices attached to the various parts of the application form and selection process. It may be updated from time to time.

What information does the GLA collect?

The GLA collects a range of information about you at each stage of the recruitment process. This includes 

  • personal details - your name, title, address and contact details including home address, email address and telephone number
  • professional and educational details - details of your qualifications, skills, experience, employment history, professional memberships and information about your current employment including your employer name, place of work, job title, remuneration and the name of your current line manager
  • information about your entitlement to work in the UK - copies of your passport and/or visa and other documents evidencing your proof of address and identity
  • information about any disability you wish to declare as part of our Guaranteed Interview Scheme – we ask you to tell us if you have a disability and if you answer ‘yes’ if you would like to be considered under our Guaranteed Interview Scheme. We do not ask you to give details of your disability, but we will ask you to tell us about any ‘reasonable adjustments’ that would assist you at interview
  • equal opportunities monitoring information - including information about your age, ethnic origin, sexual orientation, disability, religion or belief
  • details of unspent criminal convictions - details of unspent criminal convictions, cautions or bind-overs. The authority provides a guidance note on what details need to be declared by you and only details relevant to the post you are applying for will be considered

How does the GLA collect information about you?

The GLA collects this information in a variety of ways. For example:

  • data may be contained in application forms, CVs (for board applicants only) or personal statements drafted by you, or collected through interviews or other forms of assessment
  • data may be obtained from your passport or other identity documents
  • if you are offered a role, information about you or your previous employment may be collected from third parties, such as references supplied by other organisations you have worked for and for relevant roles - information from employment background check providers and information from criminal records checks
  • we receive information from our OH provider regarding any medical condition you have declared to them and any reasonable adjustments recommended, for which we would need to be aware, in respect of your job role with us

The GLA will seek information from third parties only once a job offer has been made to you.

Data is stored in a range of different places, including in the recruitment portal, in the GLA’s HR management systems and in other official GLA IT systems.
 

Why does the GLA process personal data?

Under the General Data Protection Regulation (GDPR), the GLA is only allowed to use personal information if we have a proper reason or ‘legal basis’ to do so. In the case of your employment with the GLA, there are a number of these ‘legal grounds’ we rely on, which are:

For the ‘performance of a contract’, for example:

  • to take steps at your request to assess your suitability to enter into a contract with you and following an offer of employment, to comply with obligations contained in your contract of employment and the GLA’s HR policies

Legal obligations (where we are obliged to handle your information in a certain way), for example:

  • to check your entitlement to work in the UK, to prepare to deduct tax and to comply with health and safety laws

Where you have given your consent to the GLA, for example:

  • you have shared disability information with us and asked to be considered under the GLA’s Guaranteed Interview Scheme

Sometimes we also need to collect or store information that is called ‘special category personal data’ which is defined as the following:

  • race and ethnic origin
  • politics and religion
  • trade union membership
  • health (physical or mental)
  • sex life or sexual orientation

In addition, the UK Data Protection Act 2018 will add information about criminal allegations, proceedings or convictions to the list of special categories compiled under the GDPR. As before, there are a number of ‘legal grounds’ we rely on when handling this kind of information, depending on the circumstances, which are:

  • where we have your explicit consent to do so for a specific purpose
  • where it's necessary for carrying out the obligations and exercising specific rights of the GLA or you in the field of employment and social security and social protection law
  • for the establishment, exercise or defence of legal claims
  • where it is necessary for occupational health purposes (including counselling)
  • where it is necessary for the purpose of administering your occupational pension
  • where's it's necessary for equality of opportunity or treatment
  • where it's necessary for the prevention and detection of crime or fraud

The GLA processes information about trade union membership to administer TU subscriptions from payroll.

The GLA processes other special categories of personal data, including, ethnic origin, sexual orientation, religion or belief, whether you have a disability or not, for purposes of equal opportunities monitoring. 

The GLA may use aggregated or depersonalised employee data for analysis purposes - for example to ensure that we have an efficient and diverse workforce - or for occupational health purposes. Individuals will not be identified using this information.

Our equal opportunities monitoring form is designed to allow you to select ‘prefer not to say’ for categories that you do not wish to provide information. There is no detrimental effect on your application if you choose this option for the special categories of data.    

For all of our roles, the GLA asks applicants to declare unspent criminal convictions, cautions or bind-overs. The information is considered by the HR team at the point an offer of employment is made; at which point the GLA would consider if the declaration made is one which would make the applicant unsuitable for the type of work to be completed.

For some of our roles, the GLA is obliged to complete a security vetting check and you will be asked to submit information as part of any application for security clearance. Where we seek 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 will make it clear to you through the application process those roles where security clearance is required.
 

Who has access to your data?

Your personal information will only be accessed and processed by authorised personnel (eg line managers, recruitment panels, HR professionals and occupational health professionals) who are involved in the management and administration of the recruitment process and have a legitimate need to access your information for certain specific purposes, such as:

  • GLA Recruitment and HR teams -eg administering the recruitment process
  • line managers and recruitment panels - eg assessing your suitability for a GLA job

Your sensitive data provided as part of the equalities monitoring form or for the purpose of the guaranteed interview scheme are only viewed by the Resourcing team and wider HR unit.

The data is used only for monitoring purposes and is not shared with the recruiting manager or panel members.

Your declaration of unspent criminal convictions, cautions or bind-overs is only available to the HR team and will not be considered until you are offered a role with the GLA.

The GLA will share your personal data with and request information about your personal data from previous employers to complete the reference checking process.
 

Third parties who process data on the GLA’s behalf

The GLA has agreements with third party service providers who provide specialist services on our behalf:

  • Transport for London's Occupational Health Team - provide the GLA’s OH contract
  • Transport for London - provide employment law advice to the GLA
  • employment background check providers to obtain necessary background checks
  • the Disclosure and Barring Service to obtain necessary criminal records checks

These third parties will process personal information in accordance with the GLA’s instructions and make decisions regarding the information as part of the delivery of their services; they are also required to put in place appropriate security measures that ensure an adequate level of protection for personal information.

The GLA will not transfer your data outside the European Economic Area.
 

How does the GLA protect data?

The GLA takes the security of your data seriously. We have internal policies and technical measures in place to safeguard your personal information.

Access to systems that hold employment-related information is restricted to authorised personnel through the use of unique identifiers and passwords. Your information is stored on systems that are protected by secure network architectures and are backed-up on a regular basis for disaster recovery and business continuity purposes and to avoid the risk of inadvertent erasure or destruction.
 

How long does the GLA keep data?

If you were not successful in obtaining a role with the GLA, your personal data will remain on file for 18 months from the data you submitted your application.

If you are successful in obtaining a role with the GLA, your personal data will remain on file for the duration of your employment and for six years after the end of your employment. 

The GLA holds your personal data after a recruitment process or after you have left employment to enable us to:

  • respond to correspondence, concerns or complaints
  • maintain records according to rules that apply to us (for example employment law or financial regulations)
  • establish and defend any legal rights
     

Your rights

Under the General Data Protection Regulation (GDPR), you are entitled to ask to see any personal information that we hold about you. You also have a number of other information rights which include:

  • the right to question any information we have about you that you think is wrong or incomplete
  • the right to object to how we use your information or to ask us to delete or restrict how we use it
  • in some cases, the right to receive a copy of your information in a format that you can easily re-use for your own purpose(s)
  • the right to complain to our Data Protection Officer

If you would like to exercise any of these rights, please contact the GLA’s Data Protection Officer: [email protected]

if you believe that the organisation has not complied with your data protection rights, you can also complain to the Information Commissioner's Office (ICO), the UK's independent body set up to uphold information rights.

 

What if you do not provide personal data?

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

You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.

At the GLA we do not use automated decision-making as part of our recruitment process.