Working for Your Trust

We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and we expect all staff and volunteers to share this commitment.

As a minimum, a Standard Disclosure and Barring Service (DBS) check is undertaken for all job roles. For job roles involving working with or having access to information about children, young people or vulnerable adults an Enhanced Disclosure and Barring Service (DBS) check will be required.

If your application is successful you will be required to produce any one of the documents below prior to commencing employment.

• A passport showing that you are a British citizen, or have a right of abode in the UK.
• A document showing that you are a national of a European Economic Area (see Appendix 1) country or Switzerland. This must be a national passport or identity card.
• A Biometric Residence Permit (BRP) issued by the Home Office if you are a national or Border of Immigration Agency from a European Economic Area country or Switzerland.
• A passport or other document issued by the Home Office which has an endorsement stating that you have current right of residence in the United Kingdom as a family member of a national from a European Economic Area country or Switzerland who is resident in the United Kingdom.
• A passport or other travel document endorsed to show that you are entitled to stay indefinitely in the United Kingdom, or have no time limit on your stay.
• A passport of other travel document endorsed to show that you are permitted to stay in the United Kingdom; and that this endorsement allows you to stay and do the type of work you are being offered, if you do not have a work permit.

If none of the above are available please supply a combination of two of the following documents (one of which must be 1).

First Combination:

1. A document giving the person’s permanent National Insurance Number and name. This could be a P45 or P60, National Insurance card, or a letter from a Government agency.
2. A full birth certificate/adoption certificate issued in the United Kingdom, which includes the names of the holder’s parents.
3. A birth certificate/adoption certificate issued in the Channel Islands, the Isle of Man or Ireland; OR
4. A certificate of registration or naturalisation stating that the holder is a British citizen; OR
5. A letter issued by the Home Office or Border of Immigration agency to the holder which indicates that the person named in it can stay indefinitely in the United Kingdom, or has no time limit on their stay: OR
6. An immigration Status Document issued by the Home Office or Border Of Immigration Agency to the holder with an endorsement indicating that the person named in it can stay indefinitely in the United Kingdom, or has no time limit on their stay; OR
7. A letter issued by the Home Office to the holder which indicates that the person named on it can stay in the United Kingdom, and is allow Border Of Immigration Agency to do the type of work we may offer; OR
8. An Immigration Status Document issued by the Home Office or Border of Immigration Agency to the holder with an endorsement indicating that the person named in it can stay in the United Kingdom, and allows them to do the type of work we may offer.

Second combination (which must contain part 1a below)

1. (a) A work permit or other approval to take employment that has been issued by the Home Office or Border Of Immigration Agency.
2. (a) A Passport or other travel document endorsed to show that the holder is able to stay in the UK and take the Work Permit in question; OR
3. (a) A letter issued by the Home Office or Border of Immigration Agency to the holder confirming that the person named on it is able to stay in the UK and can take the Work Permit employment in question.

An Application Registration Card issued by the Home Office or Border of Immigration Agency stating permitted to take employment.

Appendix 1

The following countries are part of the EEA:

• Austria*
• Greece*
• Netherlands*
• Belgium*
• Iceland
• Norway
• Denmark*
• Ireland*
• Portugal*
• Finland*
• Italy*
• Spain*
• France*
• Liechtenstein
• Sweden*
• Germany*
• Luxembourg*
• United Kingdom*
• Cyprus*
• Czech Republic*
• Estonia* Hungary*
• Latvia*
• Lithuania*
• Malta*
• Poland*
• Slovakia*
• Slovenia*
• Romania
• Bulgaria

Those countries marked with * are also members of the European Union.

From 1 June 2002 nationals from Switzerland have also had the same free movement and employment rights as existing EEA nationals.

Appendix 2

Documents provided must be in current name; any documents that are in previous maiden name will need additional documentation, i.e. Marriage certificate. We would also ask you to declare any other names you have been known by and during which periods.

We are required by law to carry out Gender Pay Reporting under the Equality Act 2010 (Gender Pay Gap Information) Regulations 2017. This involves carrying out six calculations that show the difference between the average earnings of men and women in our organisation; it does not involve publishing individual employee data.

We are required to publish these results on our website and Government’s website by April of each year. For further details download our Gender Pay Gap Report.

As part of our commitment to the Armed Forces Community Covenant, our Board of Trustees and Management Team have committed to a guaranteed interview scheme for exarmed forces personnel applicants where they meet specific qualifying criteria.

Applying for a job with us
If you have left the Armed Forces and apply for a job with us, you will be guaranteed an interview if you meet the following criteria:

• You meet the essential criteria for the job, as listed in the person specification;
• The Armed Forces was your last long term employer;
• A maximum of two years has elapsed since you left the armed forces

Essential criteria in the Person Specification
When applying for a job with Your Trust, please ensure you read the Person Specification section of the job description carefully and remember you must include in your application enough information to show how you meet the criteria.

Examples may be things you have done in your paid or voluntary work, home life and also the transitional skills you will have from your time in the Armed Forces.

Please note the scheme does not offer a guaranteed job for ex-armed forces as selection procedures will be used to ensure the best candidate for the position is appointed.

As part of our recruitment process we collect and process personal data relating to your application. This means we are a Data Controller. As a Data Controlled we are committed to protecting the privacy and security of your personal information and have responsibility for deciding and informing you about how we hold and use this. We are also committed to being transparent about how we collect and use your personal data and to meeting our GDPR and Data Protection obligations.

General Data Protection Principles
In collecting and processing your personal data, we will comply with the data protection law in force at the time. This requires that the personal data we hold about you must be:
1. Used lawfully, fairly and in a transparent way;
2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
3. Relevant to the purposes we have told you about and limited only to those purposes;
4. Accurate and kept up to date;
5. Kept only as long as necessary for the purposes we have told you about;
6. Kept securely.

What personal data do we collect?
We will collect, store, and use a variety of categories of personal information about you. Those categories are detailed below:

• your full name, address and contact details, including email address and telephone numbers
• information about your eligibility to work in the UK and any relationship to Senior Management or Board of Trustees;
• details of your employment history, references, education and qualifications, professional membership, skills and experience;
• equality and diversity information including whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process.

How is your personal data collected?
We may collect your personal data in a number of ways; for example via an Application Form or CV, from your passport or other ID documents or collected through interviews or other forms of assessment.
We may also collect personal data about you from third parties, such as references supplied by former employers (please note we will only seek information from third parties once a job offer is made and will inform you that we are doing so) and occupational health or DBS check providers.

How is your personal data stored?
Your personal data is stored in a range of different places including on your application record, in HR management systems and on other IT systems (including email).

Why do we process your personal data?
We need to process your personal data to enable us to take steps, at your request, prior to entering into a contract with you or to enter into a contract with you. In some cases, we need to process personal data to ensure that we are complying with our legal obligations; for example it is mandatory to check a successful applicant’s eligibility to work in the UK before employment starts.

We have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm an applicant’s suitability for the post and decide to whom to offer a job. We may also need to process personal data from job applicants to respond to and defend against legal claims.

We may process special categories of data, such as data about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. We may also collect data about whether or not you are disabled to make reasonable adjustments for you. We process such data to carry out our obligations and exercise specific rights in relation to employment.

If your application is unsuccessful we may keep your personal data on file in case you choose to appeal the recruitment decision.

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

Who has access to your personal data?
Your personal data may be shared internally for the purposes of the recruitment exercise. This could include members of the HR & OD Team, Recruiting Manager and Interviewers, Company Management Team and Senior Leadership Team. In addition, IT staff if access to the data is necessary for the performance of their roles.

We will not share your personal data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and occupational health providers to obtain medical checks.

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

Who has access to your personal data?
Your personal data may be shared internally for the purposes of the recruitment exercise. This could include members of the HR & OD Team, Recruiting Manager and Interviewers, Company Management Team, Senior Leadership Team and Board of Trustees. In addition, IT staff if access to the data is necessary for the performance of their roles.

We will not share your personal data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and occupational health providers to obtain medical checks.

How do we protect your personal data?
We take the security of your personal data seriously and have internal policies and controls in place to ensure that this is not accidentally lost, destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

In addition, we limit access to your personal data to those employees and third parties who have a legitimate interest in it. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

How long do we keep your personal data?
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for. If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your HR Personnel File (electronic and paper based) and retained during your employment. The periods for which your data will be held will be provided to you through an Employee Privacy Notice.

If your application for employment is unsuccessful, we will hold your data on file for upto six months after the end of the relevant recruitment process. At the end of that period your data is deleted or destroyed.

Your rights regarding your personal data
As a Data Subject, you have a number of rights which are summarised below; please note that your rights may be limited and subject to restrictions in certain cases. You can:

• Request Access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it;
• Request Correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected;
• Request Erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below);
• Object to Processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground;
• Request the Restriction of Processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it;
• Request the Transfer of your personal information to another party

If you would like to exercise any of these rights, please contact HRAdmin@yourtrustrochdale.co.uk

Under normal circumstance you will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances. If you do request access to your personal data we may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Complaints to the ICO
If you believe that we have not complied with your data protection rights, you can complain to the Information Commissioner’s Office (ICO).

Changes to this Job Applicant Privacy Notice
We reserve the right to update this Employee Privacy Notice at any time, and we will produce a new one when we make any substantial updates.

Contact address
PO Box 428, Floor 3, Number One Riverside, Smith Street, Rochdale OL16 1ZL