This notice explains what personal data (information) the London Borough of Lambeth (the ‘Council’, ‘we’) will hold about you, outlining how we collect, and share information about you during the application process. The Council is required to notify you about this information under data protection legislation. Please ensure that you read this notice (formerly referred to as a privacy notice) and any other similar notice we may provide to you from time to time, when we collect or process personal information about you.
Who collects the information?
The London Borough of Lambeth (the "Council", "we") is a ‘data controller’ and gathers and uses certain information about you.
Data protection principles
The Council will comply with the Data Protection Act 2018 and GDPR regulation when gathering and using personal information, as set out in our data protection policy.
About the information we collect and hold
The table set out in Part 1 of Schedule 1 below summarises the information the Council collects and holds up to; including the shortlisting stage of the recruitment process, how and why we do so, how we use it and with whom it may be shared.
The table in Part 2 of Schedule 1 below summarises the additional information we collect before making a final decision to recruit, i.e. before making an offer of employment, how and why we do so, how we use it and with whom it may be shared.
We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.
Where information may be held
Information may be held at our offices, and those of third-party agencies, service providers, representatives and other agents.
How long we keep your information
The Council will keep the personal information that it obtains about you during the recruitment process, for no longer than is necessary, for the purposes for which it is processed i.e., application, assessment, offer of employment. This will depend on whether your application is successful, and you become employed by the Council, the nature of the information concerned and the purposes for which it is processed.
The Council will keep recruitment information (including interview notes) for no longer than is reasonable, taking into account the limitation periods for potential claims such as race or sex discrimination (as extended to take account of early conciliation), after which they will be destroyed. If there is a clear business reason for keeping recruitment records for longer than the recruitment period, the Council may do so, but will first consider whether the records can be pseudonymised and will establish a longer period for which they will be kept.
If your application is successful, the Council will keep only the recruitment information that is necessary in relation to your employment. For further information, see our data protection privacy notice (employment).
Further details on our approach to information retention and destruction are available in the Council's record retention policy.
Your right to object to us processing your information
Where the Council's processing of your information is based solely on the Council's legitimate interests (or those of a third party); you have the right to object to that processing if you give the Council specific reasons as to why you are objecting, which are based on your particular situation. If you object, the Council can no longer process your information unless it can demonstrate legitimate grounds for the processing, which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
Please contact the Council's Data Protection Officer (DPO), who can be contacted via email, infogov@lambeth.gov.uk or by telephone on 020 7926 7717, if you wish to object in this way.
Your rights to correct and access your information and to ask for it to be erased
Please contact the Council's DPO if (in accordance with applicable law) you would like to correct or request access to information that the Council holds relating to you or if you have any questions about this notice. You also have the right to ask the DPO for some, but not all, of the information we hold and process to be erased (this is the ‘right to be forgotten’) in certain circumstances. The DPO will provide you with further information about the right to be forgotten, if you ask for it.
Keeping your personal information secure
The Council has appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. The Council limits access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
The Council also has procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How to complain
We hope that the Council's DPO can resolve any query or concern you raise about our use of your information. If not, you can contact the Information Commissioner or telephone 0303 123 1113 for further information about your rights and how to make a formal complaint.
Schedule 1 About the information we collect and hold
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You are required (by law or in order to enter into your contract of employment) to provide the categories of information marked ‘☐’ above to us to enable us to verify your right to work and suitability for the position.
* Further details on how we handle sensitive personal information and information relating to criminal convictions and offences are set out in our data protection policy and policy on criminal records information. These policies are available from the HR department.