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Recruitment Privacy Notice

How we use your personal information for Recruitment purposes

The Council is an employer and provides services for local communities and the people who live in them. Undertaking this work means that we must collect, use information and keep records about our workforce and the people who apply for jobs with the Council. Because we collect and use personal information about individuals who apply for jobs with us, we must make sure that they know what we intend to do with their information and who it may be shared with. 

We have summarised in this privacy notice some of the key ways in which we use your personal information for recruitment purposes. This information should be read in conjunction with the Council’s workforce privacy notice and the Council’s corporate privacy notice

1.    Who we are, what we do.

Rhondda Cynon Taf Council (the organisation) collects and processes personal data relating to applicants to manage the application, selection and recruitment process in order to recruit suitable candidates to the organisation.

This privacy notice covers the recruitment of our paid and unpaid workforce, including volunteers. If you are undertaking work experience or an internship with the Council, please read the ‘Work Experience and Internship Privacy Notice’. If you are on a traineeship, please read the ‘Care 2 Work and Step in the Right Direction Privacy Notice’.

2.    What and whose personal information we hold?

We hold information about job applicants.

The types of information we hold and process will typically include:

  • Your name, address and contact details, including email address and telephone number, date of birth and gender
  • Details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with the organisation if applicable
  • Information about your previous remuneration/salary
  • Information about your nationality and entitlement to work in the UK
  • Information about your criminal record
  • Information about medical or health conditions, for example whether you have a disability for which the organisation needs to make reasonable adjustments
  • Equal opportunities monitoring information including information about your ethnic origin, sexual orientation and religion or belief.

3.    Where does the service get my information from?

The organisation collects this information in a variety of ways. For example, directly from you through your application form and obtained from your passport or other identity documents such as your driving licence. Information may also be collected from third parties such as references supplied by former employers and information from employment background check providers and from criminal record checks permitted by law.

4.    What we will do with your personal information?

We need to short list, select and recruit suitable people to job vacancies and meet our legal obligations. For example, we need contact information to advise you of progress, some jobs may require certain qualifications and experience, or we may need to conduct a criminal record check.

We may also need to process data to ensure we are complying with our legal obligations, for example to check your entitlement to work in the UK.

We may also use your data to contact you about future employment opportunities.

If you are successful and accept the job you applied for, the information you have supplied on your application form will be transferred to your personal file.

Other special categories of personal data, such as information about ethnic origin, sexual orientation or religion or belief, is collected for the purposes of equal opportunities monitoring and transferred to your personnel file if you are successful and accept the job you applied for. You are entirely free to decide whether or not to provide such data and there are no consequences of failing to do so. If you would like to know more about how we use equal opportunities monitoring information, please see our Equality and Diversity Privacy Notice.

5.    What is the legal basis for the use of this information?

The legal basis for our use of your personal information will be to process information to take steps at your request prior to entering into a contract with you. We also need to process your information to enter into an employment contract with you and to satisfy our legal obligations as an employer, for example to check your eligibility to work in the UK.  

If you are applying for an unpaid post, for example to volunteer, the legal basis for our use of your personal information is so that we can process your personal information to carry out a task in the public interest.

6.    Does the service share my personal information with any other organisation?

For the Service to undertake its duties in relation to the Recruitment function, we are required to share information with the following:

Other Council Departments, for example:

  • Human Resources
  • Recruiting Manager
  • Short listing panel
  • Interview panel

Where applicable, your personal information may also be shared with the following;

Other Public Services/Regulatory bodies, for example:

  • Social Care Wales
  • Education Workforce Council
  • Disclosure and Barring Service – obtaining criminal record checks

The organisation may also share your data with third parties in the context of a joint employer, for example other Local Authorities/Councils and other organisations in the public sector. Where this is relevant, the other employers will be referred to in the job details.

Other Organisations / Individuals, for example: 

  • Accrediting bodies for individual qualifications and service standards
  • Recruitment consultants and agencies
  • Schools
  • Former employers
  • Other referees
  • Organisations such as Coleg y Cymoedd and consultants such as Saville Consulting for development, psychometric and aptitude testing.

System Suppliers:

  • Oleeo – e-recruitment system 

7.    How long will my information be kept?

We will only keep your personal information for as long as we need it, we will not keep your information any longer than is necessary. If your application is successful, your information will be transferred to your personnel file, along with any special category and equality data you have completed.

8.    Your information, your rights

The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information the services hold about you.

View further details on your information rights and how to exercise them 

9.    Contact us

If you have any concerns or would like to know more about how the service using your personal information please contact us in one of the following ways:

By email :

By telephone : 01443 444533

In writing : Human Resources, Ty Elai, Williamstown, Tonypandy. CF40 1NY