Applicant Privacy Notice

This privacy notice explains how Historic Royal Palaces uses our Application Tracker System to collect, process, share and store your personal data when during and after your application for employment.

What information do we collect?

As part of the recruitment process, you provide your own personal and sensitive information about you which we collect and process. The data you are asked to provide when completing our application form includes:

Name, address, contact details, gender, date of birth, marital status, criminal record (if relevant), right to work and ID documentation, employment history, qualifications/accreditations, race/ethnic origin and disability.

How do we collect it?

Your personal data is provided to us by you either directly or through our third party supplier. This is usually through:

emails from you
you completing the online application form
you uploading documents to the system such as your cv, covering letter, proof of right to work

Why do we collect it?

By applying for one of our vacancies you will have provided the information by consent. You therefore have the right to withdraw that consent at any time by notifying us of your request. It would be usual that by doing so you will be withdrawing from the recruitment process.

The sensitive data collected is in the legitimate interest of the organisation in order to monitor and improve the diversity of our recruitment and employment practices.

How is your data used?

To screen your application for vacancies applied along with other applications to judge the suitability of your application for progressing through the recruitment process.
to monitor statistics and trends in our recruitment process
to ensure that you have the legal right to work in the UK

How is your data stored?

On the online portal held by our ats supplier
In email communication with you
In a restricted HR electronic shared drive on our secure IT network
On our visitor registration system if you are invited for interview

With whom is your information shared?

Recruiting managers
HRP’s Resourcing Manager
The HR team
The Reception team if you are invited for interview

How is your data protected?

The security of your data is taken very seriously and treated with confidentiality. Our policies and procedures determine how your information is protected and kept safe and internal controls ensure this.

Our third party supplier is under a duty of confidentiality and are contracted to implement appropriate technical and organisational measure to ensure the security of data in line with legislation.

How long do we store your data for?

Your application data is active as long as you choose it to be but your application forms are stored for two years before being deleted.

If you attend an interview with us but are not successful then your interview notes will be destroyed after six months

If you are successful then your interview notes will be placed on your personal file when you commence employment and kept for seven years after your employment ends.

What are your rights?

As a data subject, your rights are:

The ability to access and obtain a copy of your data on request
Request that your data be corrected if incorrect
Request that your data be deleted or that processing is ceased
Object to the processing of your data where HRP relies on the legitimate interest of the organization for processing purposes

Contact and further advice is available from HRP’s Recruitment Team at recruitment@hrp.org.uk or HRP’s Senior Information Records Officer (SIRO) Sue Hall at sue.hall@hrp.org.uk

If you have concerns about the use of your personal data then you can contact the Information Commissioner’s Office through their website at www.ico.org.uk – the independent body set up to uphold information rights in the UK.