Ombudsman Services is a data controller. This means we are responsible for deciding how we hold and use personal information about you. This privacy notice is applicable to you because you are applying for work with us (either as an employee, worker or contractor).
Ombudsman Services complies with data protection law and principles which ensure that your personal information will be:
While assessing your application for employment, we will collect, store and use the following:
We may also process the following special categories of personal data:
We will use diversity and inclusion information to assist us with anonymised equal opportunities monitoring to evaluate the effectiveness of our recruitment process. If you choose to provide this information, it will be not be used in the recruitment and selection process.
We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process.
We will use information about criminal convictions to decide whether to proceed with your application or offer of employment (where applicable to the job role). This information may be required to fulfil regulatory obligations.
Once we’ve received your CV, covering letter and/or application, our recruitment team will assess your application. You may also be invited to participate in assessments at this stage. The recruitment team and hiring manager will then shortlist applicants for the interview stage.
If after an interview, we decide to offer you a role, the recruitment team will contact your references and conduct any criminal checks (if required for your job role) before confirming your appointment. You must also provide proof of your eligibility to work in the United Kingdom before you begin work.
The information we ask for in the recruitment process is used to assess your suitability for employment. Diversity and inclusion information is not considered as part of this assessment. You are not required to provide information we ask for; however, if you don’t, it may affect our ability to progress your application.
Data processors are third parties who we contract to support our recruitment process. We will only share your personal information with third parties to process your application. They cannot process your personal information unless we have instructed them to do so. They will not share your information with anyone but us. Our third parties include:
If you use our online application system, you will provide application information to Taleo who are contracted to provide this online service for us. Taleo will hold the application information you submit but Ombudsman Services will have access to it.
CEB provide online testing for us. If we ask you to complete an assessment, we will send you a link to the test. Your answers will be provided to and held by CEB. The results are accessible to Ombudsman Services.
Recruitment processes at Ombudsman Services are not based solely on automated decision-making.
If your application is successful, personal information you have provided during the application process will be kept in your employee file for the duration of your employment plus 7 years following the end of your employment.
If your application is unsuccessful, personal information you have provided will be retained for 12 months from the end of the recruitment campaign. We retain your personal information so that in case of a legal claim, we can demonstrate that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information.
We have procedures in place to deal with suspected data breaches. We will notify you and the Independent Commissioners Office of a suspected breach where we are legally required to do so.
Under certain circumstances, by law you have the following rights to:
In the limited circumstances where you may have provided your consent for processing your personal information, you have the right to withdraw your consent any time. To withdraw your consent, please email YourRights@Ombudsman-Services.org
Once we have received notification that you have withdrawn consent, we will stop processing your personal information unless we have another legal basis for doing so.
It is important that the personal information we hold about you is accurate and complete. Please inform us promptly if your personal information changes.
We have appointed a data protection officer to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please email DPO@Ombudsman-Services.org
You have the right to make a complaint at any time to the Information Commissioner’s Office, the UK supervisory authority for data protection issues.