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Privacy Policy

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Overview

This Privacy Notice is intended for those who are applying for a job at Look Ahead Care and Support Ltd (Look Ahead). It tells you:

  • Who we are and how to contact us
  • The types of information we process about you
  • Why we need your information and our lawful bases for processing your data
  • Who we share information with
  • Whether we intend to transfer your personal data to a country outside the EEA; and if so the safeguards we’ve put in place
  • How long we will keep your personal data
  • About your data protection rights
  • How to make a complaint
  • Whether it is a statutory or contractual requirement to provide your personal data
  • Whether we use automated decision-making in the recruitment process, including profiling.

Who we are and how to contact us

Look Ahead Care and Support Ltd (Look Ahead) is registered under the Co-operative and Community Benefit Societies Act. You can write to us at our head office, but please mark your envelope with the team you wish to contact:

Look Ahead, King’s Building, 16 Smith Square, London SW1P 3HQ

Recruitment tel: 0207 368 4891 | Recruitment email: humanresourcesadmin@lookahead.org.uk

If you have a data protection query or concern, please contact our Data Protection Officer either by writing to the above address or emailing: myinforequest@lookahead.org.uk.

Please note that during the coronavirus pandemic most staff are working from home so there may be a delay in responding to postal enquiries.

The information we process about you

When you apply for a position with Look Ahead, we ask you to provide certain information to help us to assess your suitability for the role and to undertake the necessary steps set you up as an employee. This includes the following categories of personal data:

  • your name and contact details;
  • your educational and professional qualifications;
  • your employment history including relevant skills and experience;
  • information from interviews and phone-screenings you may have;
  • information about your current level of remuneration;
  • information about your entitlement to work in the UK;
  • details of any unspent criminal convictions, cautions, reprimands or final warnings
  • equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief;
  • your bank details for successful applicants;
  • your emergency contact details.

We may collect this information in a variety of ways. For example, data might be contained in application forms or CVs (including when these are sent to us as part of speculative applications or queries), obtained from your passport or other identity documents, or collected through interviews or other methods of assessment.

We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from third parties only once a job offer has been made to you. If you wish to contact your references before Look Ahead or our partners contact them, you will need to inform us in writing when providing these details using our contact details below.

Data will be stored in a range of different places, including on your application record, in our HR management systems and our email system.

For Special Category Data collected and processed during the recruitment process this is kept more securely by increased access controls in the Human Resources (HR) system. It is also not made available to the Hiring Managers.

Our purpose and lawful bases for processing your personal data

We process your personal data so we can assess your suitability when you apply for a position at Look Ahead and to help us develop and improve our recruitment process.

We rely on GDPR Article 6(1)(b) as our lawful basis for processing your personal data. This relates to processing that is necessary to perform a contract or to take steps at your request, before entering a contract.

If you provide us with any information about reasonable adjustments you require under the Equality Act 2010, we would rely on the lawful basis in GDPR Article 6(1)(c) to process this information, to comply with our legal obligations under the Act. Similarly, we have a legal obligation to check that you have the right to work in the UK.

The lawful basis we rely on to process any information you provide as part of your application which is special category data, such as information relating to your health, religion, sexual orientation or ethnicity is GDPR Article 9(2)(b). This relates to our obligations under employment law and to safeguarding your fundamental rights. The condition we rely on under the Data Protection Act 2018 is set out in Schedule 1 Part 1 section 1. This again relates to processing for employment purposes.

If we make you a conditional offer of employment, we will undertake background checks that result in us processing information about unspent criminal convictions and offences.

The lawful basis we rely to process this data are Article 6(1)(e) for the performance of our public task and the processing condition in DPA 2018 Schedule 1 Part 2 section 6(2)(a) which relates to our legal obligations as a provider of care and support. 

Who has access to data?

Look Ahead adhere to the DPA 2018 and will only use your personal data provided during the recruitment process for recruitment purposes unless there is an overriding legal imperative.

Your information may be shared internally within the company for the purposes of the recruitment process. This includes members of the HR Team, interviewers involved in the recruitment process, and managers in the business area with a vacancy.

For certain vacancies Look Ahead may enlist a third party to assist with shortlisting and first interview stages, and therefore the information provided in your application or associated personal data may be shared with them.

If application for employment is successful and an offer of employment is made, we may then share your data with a third-party provider to administer reference and DBS checks, as applicable, on behalf of Look Ahead. It should also be noted that they may contact you on the Company’s behalf for further information.

If there is an audit or service review into Look Ahead’s recruitment practices, personal data may be reviewed to ensure that procedures and processes are being adhered to. This may include external organisations, but they will be bound by contractual agreement with Look Ahead that will ensure personal data is adequately protected.

How long do we keep your data?

If your application for employment is unsuccessful (including when you have speculatively applied to us in respect of a role which is not available), we will hold your data on file for six months, unless you have consented for your personal data to be held for a longer period of time. At the end of that period, your data is deleted or destroyed (unless we need to retain it for longer to exercise or defend any legal claims).

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your employee file and usually retained during your employment plus six years. The periods for which employee data is held will be provided to you in a separate privacy notice.

Sharing data outside the EEA

At the time of writing this Privacy Notice no personal data is shared outside of the European Economic Area (EEA). If such sharing was required then Look Ahead would ensure that personal data are protected under binding corporate rules that ensure an equivalence to Look Ahead’s Information Security and comply with the General Data Protection Regulation 2016 and Data Protection Act 2018 security requirements.

What if you do not provide personal data?

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

If you wish to stop the recruitment process then you will need to inform Look Ahead in writing using the contact details in this Privacy Notice. This will be processed in a similar way to exercising your Right to be forgotten.

Your rights

Individuals have a number of data protection rights which are listed below. If you wish to exercise one of your rights, please contact Look Ahead’s Information Governance Team at  myinforequest@lookahead.org.uk.

We will seek to initially acknowledge your request within three working days. Unless we already have sufficient information to be confident of your identity, we will need to see a copy of some government issued ID, such as a copy of your passport or driving licence before we can process your data protection right request. If you wish us to post you information, we will need evidence of your address in the form of a bank statement or utility bill dated within the last three months. Once we are satisfied as to your identity, we will normally respond to your request in full within one month. If we are unable to meet this timescale we will explain why and provide a reason as well as an expected provision date.

Some rights only apply in certain circumstances. You can find out more about this by visiting the Information Commissioner’s Office website: https://ico.org.uk/your-data-matters/.

Your rights are:

Right to Access

Your right is to be told whether we are processing your personal data; and if we are, to receive a copy of it; and certain supplementary information.  This right always applies but there are some exemptions so you may not always receive a copy of all the information we are processing about you.

Rectification

This right always applies. You can ask us to correct information that you believe is inaccurate or to complete information you feel is incomplete. We may ask for further details to help ensure the accuracy of your personal data. We will then inform you whether we agree with your request or not. If we refuse to amend your data we will explain why.

Right to be forgotten

You can ask us to erase your personal data. However, this right only applies in certain circumstances. For job applicants, the right is most likely to apply to unsuccessful applicants, once we no longer need the personal data for the purpose it was collected.

If you have successfully been recruited into a role we will usually retain your recruitment information for the duration of employment plus six years. Our Archive, Retention and Disposal Policy set out how long we keep different record types. Where your personal data has been shared with third parties during the recruitment process or made public, Look Ahead will take every reasonable step to ensure that this information is deleted.

The above does not apply when it is necessary to keep the information in relation to legal proceedings, to comply with a statutory obligation, or to perform tasks in the public interest. Please see the ICO’s guidance for further information.

Right to restriction

You have the right to request restriction if Look Ahead no longer requires your personal data but you can ask us to keep it to establish, exercise or defend legal claims. We will restrict processing of your data while we reach a decision about any objection you raise to us processing your personal data or where you request that we correct or complete your personal data.

Right to object

You have the right to object to the processing where we are relying on our task in the public interest to process information about any unspent criminal offences you may have. You would need to explain the reasons for your objection and we would then balance this against our legitimate grounds for processing before reaching a decision.

Right to data portability

You have the right to receive your personal data in a structured, commonly used and machine-readable format in the following circumstances:

  • we are relying on GDPR Article 6(1)(b) as our lawful basis for processing your personal data (a contract or the steps we take prior to entering a contract at your request); and
  • you provided us with the data yourself; and
  • we are processing it electronically.

You can also ask us to transfer a copy of it to another organisation if it is technically feasible.

Right to complain

You have the right to complain to the Information Commissioner’s Office (ICO) if you think there is a problem with the way in which Look Ahead are handling your information. To contact the ICO, please call 0303 123 1113 or visit their website at https://ico.org.uk.

If you have a complaint about any aspects of how Look Ahead have managed your personal data, we would ask that you contact our Information Governance Manager in the first instance. Please refer to the Contact us section for details.

Contact us

If you have any questions concerning your information, you can contact the Information Governance Manager at: Myinforequest@lookahead.org.uk.

Look Ahead Kings Buildings
16 Smith Square
London
SW1P 3HQ

Changes to this Notice

The privacy notice maybe updated from time to time to reflect any organisation changes or changes to the data protection legislation or any other relevant legislation. The Privacy notice was last updated 20th October 2020.