IT Systems Administrator (FTC)

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Privacy Notice – Candidates and Prospective Candidates

The RA is committed to protecting your personal information.

This privacy notice describes how we collect and use personal information about you when you create an account on this website and/or apply to work at the RA.

It applies to all account holders and job applicants.

As defined by the General Data Protection Regulation (GDPR) Royal Academy of Arts is the Data Controller and ultimately responsible for ensuring the data you provide is kept secure, processed correctly and that you understand your legal rights in relation to the data you provide.

The recruitment software we use via this website is supplied by IRIS Software Group Limited and they are defined as a Data Processor under the GDPR. They will only process your data in accordance with our instructions.

IRIS can be contacted at: 4th Floor Heathrow Approach, 470 London Road, Slough, England, SL3 8QY

For Data Protection enquiries, please contact the Help Desk at support@networxrecruitment.com

What is the purpose of this notice?

You are being provided with a copy of this privacy notice because you are creating an account on our recruitment platform and/or applying for work with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the UK General Data Protection Regulation (UK GDPR).

When managing your data, we commit that it will be managed under the following Data Protection Principles:

·        Used lawfully, fairly and in a transparent way.

·        Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.

·        Relevant to the purposes we have told you about and limited only to those purposes.

·        Accurate and kept up to date.

·        Kept only as long as necessary for the purposes we have told you about.

·        Kept securely.

What kind of information do we hold about you?

In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:

·        The information you have provided to us in your curriculum vitae and covering letter.

·        The information you have provided on our application form, including name, title, address, telephone numbers, personal email addresses, employment history and qualifications.

·        Any information you provide to us during an interview.

·        Answers to questions around your recruitment preferences.

·        Any other information you wish to provide in support of building up your candidate account or your application.

We may also collect, store and use the following types of more sensitive personal information:

·        Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.

·        Information about criminal convictions and offences.

How is your personal information collected?

We collect personal information about candidates from the following sources:

·        You, the candidate.

·        Recruitment agencies, from which we collect all of the above categories of data.

How will we use your personal information?

We will use the personal information we collect about you to:

·        Assess your skills, qualifications, and suitability for the role.

·        Communicate with you about the recruitment process.

·        Keep records related to our hiring processes.

·        Comply with legal or regulatory requirements.

It is in our legitimate interests to decide whether to appoint you to a role at the RA since it would be beneficial to our business to appoint someone to that role.

We also need to process your personal information to decide whether to enter into a contract of employment with you.

Having received any CV, covering letter, application form (as applicable), we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references and where required carry out a criminal record or any other check before confirming your appointment.

What happens if you don’t share your personal information with us?

If you don’t share information with us when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further. We will be clear when provision of personal information is only requested and not required, e.g. sexual orientation.

What about sensitive personal information?

”Special categories” of particularly sensitive personal information, such as information about your health, racial or ethnic origin, sexual orientation or trade union membership, require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We may process special categories of personal information in the following circumstances:

·        We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during an interview or test if required.

·        We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting. This information is purely for statistical analysis and monitoring purposes and by default will be anonymised.

Information about criminal convictions

We will process information about unspent criminal convictions when you apply for a role with us. We may collect information about spent criminal convictions or any barring decisions if you are appointed to a role where either we are legally required to seek this information, or where the role requires a high degree of trust and integrity. We will not collect this information unless you have consented to us doing so. If a post requires any additional pre-employment screening, you will be advised before the screening takes place.

Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

Data sharing

Why might we share your personal information with third parties?

We will only share your personal information with the following third parties for the purposes of processing your application and for statistical analysis: Experian, networx, Docusign, and any referees. All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

We may transfer your personal information outside the EU. If we do, you can expect a similar degree of protection in respect of your personal information.

Data security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained from recruitment@royalacademy.org.uk.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Data retention

How long will you use my information for?

We will retain your personal information for a period of 12 months after we have communicated to you our decision about whether to appoint you to the relevant role. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our data retention policy and applicable laws and regulations.

Your candidate account will be deactivated after 12 months of inactivity. You can deactivate your account at any time. At this time, the data held in your account will be fully anonymised.

If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.

Rights of access, correction, erasure, and restriction

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

·        Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

·        Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

·        Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).

·        Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.

·        Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

·        Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please email dataprotection@royalacademy.org.uk.

Within your candidate account, you can also use the Download Data feature to generate an XML file of the current data we hold on you that you have provided and/or have access to within the account.

Right to withdraw consent

You have the right to withdraw your consent for processing your personal information for the purposes of any recruitment exercise at any time. To withdraw your consent, please contact recruitment@royalacademy.org.uk. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.

How to make a complaint

If you have any questions about this privacy notice or how we handle your personal information, or if you would like to make a complaint about this privacy notice, please contact Data Manager, Fundraising & Membership, The Royal Academy of Arts, Piccadilly, London, W1J 0BD, or email dataprotection@royalacademy.org.uk.

You have the right to lodge a complaint with the supervisory authority responsible for all information matters, The Information Commissioner’s Office at www.ico.org.uk.

Changes to this privacy notice

We may update this privacy notice at any time, and we will make any new privacy notice readily available on this website. We may also notify you in other ways from time to time about the processing of your personal information.

If you commence employment with the RA, your data will be processed in accordance with your employment contract and applicable data protection policies which will be shared with you.

By ticking the box, you are confirming that you have read and understood this privacy notice.