Applicant Privacy Notice
Amgueddfa Cymru – Museum Wales is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us.
What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.
Application stage
We may engage a third part to assist with the recruitment process, in such cases they will be acting as a Data Processor on behalf of Amgueddfa Cymru.
We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, qualifications, skills and referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.
You will also be asked to provide equal opportunities information. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.
Assessments
We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by Amgueddfa Cymru.
How we make decisions about recruitment?
Recruitment decisions are made by hiring managers and members of our recruitment team. The information gathered during the application process is taken into account.
Conditional offer
If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.
You will therefore be required to provide:
- Proof of your identity – you will be asked to provide original documents; we will take copies.
- Proof of your qualifications – you will be asked to provide original documents; we will take copies.
- You will be asked to provide details to carry out a criminal record check. This is done through a data processor (please see below)
- We will contact your referees, using the details you provide in your application, directly to obtain references
- Details of your previous employers so that we can check your employment history.
- We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work. This is done through a data processor (please see below).
If we make a final offer, we will also ask you for the following:
- Bank details – to process salary payments
- Emergency contact details – so we know who to contact in case you have an emergency at work
Use of data processors
Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organization apart from us. They will hold it securely and retain it for the period we instruct.
CIPHR Ltd
Details of your application will be held on our recruitment system.
If you accept a final offer from us, some of your personnel records will be held on CIPHR which is an internally used HR records system.
Here is a link to CIPHR Ltd's Privacy Notice.
InSync Corporate Healthcare Ltd
InSync provide our Occupational Health service. If we make you a conditional offer, we will ask that you complete a questionnaire which will help to determine if you are fit to undertake the work that you have been offered, or advise us if any adjustments are needed to the work environment or systems so that you may work effectively.
The information you provide will be held by InSync who will provide us with a fit to work statement with any recommendations. You are able to request to see the report before it is sent to us. If you decline for us to see it, then this could affect your job offer. If an occupational health assessment is required, this is likely to be carried out by InSync.
Criminal Conviction checks
We engage the services of third parties, such as Disclosure Checks Ltd, Ucheck or Disclosure Scotland to process your application for a Basic or enhanced Criminal Record check which will verify your declaration of unspent convictions.
Recruitment agencies
For some vacancies, we advertise through recruitment agencies. They will collect application information on our behalf, the results of which are assessed by our recruiters.
Please see the privacy notices for the agency from which you've applied.
How long is the information retained for?
If you are successful, the information you provide during the application process will be retained by us as part of your employee; this includes your criminal records declaration, fitness to work, records of any security checks and references. Please refer to our Retention Schedule for detailed breakdown of retention periods of data.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.
Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the campaign.
Equal opportunities information is retained for 6 months following the closure of the campaign if you are unsuccessful.
Your rights
Under current legislation you have rights as an individual which you can exercise in relation to the information we hold about you.
Complaints or queries
If you have any questions about your data, how we use it please contact our Data Protection Officer, Mr Neil Wicks, Amgueddfa Cymru – Museum Wales, Parc Cathays / Cathays Park, Caerdydd / Cardiff. CF10 3NP or email dpo@museumwales.ac.uk.
Our full policy is available here.