Privacy and Cookie Policy

KINGS RECRUIT PRIVACY PROMISE:

We are committed to protecting the privacy of applicants and employees at Kings Recruit and believe in being upfront about how we collect and process your personal information.

That is why alongside our Privacy Policy, we have created our Privacy Promise. This quick and simple guide explains how we manage, share and look after your information, so you can make informed choices about the personal information you share.

1. OUR PRIVACY PROMISE:

We promise to collect, process, store and share your information safely and securely:

You are always in control: Your privacy will be respected at all times and we put you in control of your privacy with easy-to-use tools and clear choices that put you in charge of your profile.
We work transparently: We will be transparent about the information we collect and how we use that information so that you can make fully informed choices and
We operate securely: We promise to protect the information you share with us by using appropriate security measures and We are also careful with who we allow to process your information on our behalf.
For your benefit: We promise that when we do process your information, we will use it to improve our application services in order to benefit you and to improve your experience within Kings Recruit.

If you would like to know more, read our full Privacy Policy below.

2. PRIVACY POLICY

Our Privacy Policy is written to help you to understand how and why your personal information is collected through the application process at Kings Recruit and the rights you have available to that information.

At Kings, we maintain our processing activities under consistent review to ensure that we continue to operate in accordance with UK Data Protection law.

3. WHO WE ARE

Who are “Kings Recruit”

“Kings Recruit” (referred to in this policy as “we”, “us”, “our” or “Kings”) are a trading name

of:

Kings Active Foundation

Osborne House 47 Snaithing Lane Sheffield

S10 3LF

Registered Charity Number: 1105460/SC043119

Registered Company Number: 05099069

ICO Registration Number: ZA113078 and;

Kings Active Foundation

Osborne House 47 Snaithing Lane Sheffield

S10 3LF

Registered Company Number: 03145498

ICO Registration Number: ZA254957

OUR DATA PROTECTION TEAM

Kings Recruit have appointed a Data Protection Officer (DPO). They can be contacted in the following ways should you have any questions, complaints or feedback regarding your privacy:

Email: data.protection@kingsactive.org

Mail: Data Protection Officer Kings Active Foundation Osborne House

47 Snaithing Lane, Sheffield, S10 3LF

4. PERSONAL INFORMATION WE COLLECT ABOUT YOU

What information we need and why we need it

This section tells you what personal information we collect from you, why we need it and what other personal information we may receive from other sources.

We collect information you provide to us when:

You apply for a position on the Kings Recruit portal;
You use the ‘Email us’ function to ask a question regarding Kings Recruit;
You create an applicant profile; or
When you speak to us over the phone or via

We collect information from third parties we work with including:

Social networks;
Job boards (i.e. indeed, Reed, Monster); and
Public information

Information we collect about you

We may collect, use, store and transfer different kinds of personal information about you which we have grouped together as follows:

Categories of Personal Data	Description
Identity information	name, title, date of birth, gender, image data and NI number.
Contact Information	phone number, location and email address.
Employment information	previous employment history, experience, relevant qualifications, work eligibility, references, availability.
Education information	qualifications, institutions attended, qualification level, courses taken, completion date, references.
Technical information	internet protocol (IP) address, your login data, browser type and version, time zone setting and location, cookies, browser plug- in types and versions, operating system and platform and other technology on the devices you use to access our website.
Personnel details	interview notes, training records, grievances, disciplinaries and performance reviews/appraisals.
Leave information	dates of absences and reason for absence (sickness, holiday leave).
Job information	current job title, employer you work with, job description, location of work, contracted hours and start date.

Sports information	sports you have participated in, your play level with that sport and how often you play.
Preference information	job preferences and location preferences.
Criminal conviction and offense information	In order to work for us, you will be required to undertake an enhanced disclosure check.
Health and medical information	we will collect any relevant medical or health information where supplied, for staff applying for select roles and employees.

We do not collect any special categories of personal information about you, outside of those stated above. Special Category Data includes details about race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your genetic and biometric information.

5. HOW WE COLLECT YOUR PERSONAL DATA

We are only allowed to use personal information about you if we have a legal basis to do so, and we are required to tell you what that legal basis is. We have set out in the table below: the personal information which we collect from you, how we use it, and the legal ground on which we rely when we use the personal information.

In some circumstances we can use your personal information if it is in our legitimate interest to do so, provided that we have told you what that legitimate interest is. A legitimate interest is when we have a business or commercial reason to use your information which, when balanced against your rights, is justifiable. If we are relying on our legitimate interests, we have set that out in the table below.

Purpose

Information collected

Our lawful basis

Our legitimate interests (If applicable)

To manage our relationship with you, including notifying you about changes to our terms of privacy or notifying you of employment

Identity

Contact

Performance of a contract

N/A

To inform you of new employment opportunities and vacancies available at Kings or with other third parties.	Identity Contact	Legitimate Interests	To inform you of recruitment opportunities that you may be interested in.
To use cookies throughout our website for functionality and targeting and advertising purposes	Technical	Consent Legitimate Interests	To ensure that our website works appropriately, we will use strictly necessary cookies to operate our website.
To carry out sufficient checks prior to employment (i.e. DBS and identity checks)	Identity Contact Criminal Convictions & Offence	Performance of a contract Legitimate interests	To verify your identity. To determine your suitability for a role
To maintain your applicant profile	Identity Contact Criminal Convictions & Offence Technical Employment Education Sports Preferences	Performance of a Contract Legitimate interests	To determine your suitability for different employment opportunities available within the Kings Foundation.
To ensure that we have administered sufficient checks surrounding your employment	Identity	Legal obligation	To determine the level of risk you may pose to young individuals.

Criminal Convictions & Offence

Legitimate Interest

6. WHO WE SHARE YOUR INFORMATION WITH

To maintain our application services and meet our legal obligations, we will only disclose your personal information with outside recipients, in the following circumstances:

To verify your identity and perform DBS checks;
To provide you with email updates regarding new opportunities at Kings and other related third parties;
To complete or confirm your location or postal address;
To manage and maintain the accuracy of your records;
To meet legal obligations, for example, for the purposes of national security, taxation and criminal investigations;
If Kings is acquired by another organisation, the personal information held by Kings will be one of the assets included within the transaction;
To share your information with third-party employers based on your interest to work with that employer; and
To share your information with third-party processors who process your information on our behalf for identity and anti-fraud checks.

Before we disclose your personal information with a third-party, we will ensure that there is an appropriate lawful basis to do so.

Third-party links

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share information about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice or policy of other websites you visit.

7. TRANSFERRING YOUR PERSONAL INFORMATION OUTISDE THE EEA

The EEA is the European Economic Area, which consists of the EU Members States, Iceland, Liechtenstein and Norway. If we transfer your personal information outside the EEA, we must tell you.

In accordance with General Data Protection Regulation (GDPR) we meet one of the following safeguards when using your personal information for cross-border data transfers:

Adequacy decision– The country we transfer your personal information to holds an adequacy decision meaning that the country has been approved by the European Commission for providing an adequate level of protection to the personal information that they process.
Standard Contractual Clauses- The recipient of your personal information has agreed to have Standard Contractual Clauses (SCC’s) in place which have been

approved by the European Commission, obliging the recipient to safeguard your personal information.

International Data Transfer Agreement / Addendum (IDTA): The recipient of your personal information has provided us with a signed IDTA which has been approved by the Information Commissioners Office (ICO). This holds the recipient accountable to safeguard the personal

We will only transfer your personal information outside of the EEA in very limited circumstances. We have ensured that the organisations we share your personal information with look after it securely and hold similar processing standards. The organisations we share your personal information with are:

Third-Party

Purpose

Country

Safeguard

MailChimp

Provides informational emails regarding vacancies at Kings and other third party companies

United States

SCC’s (with IDTA

Addendum)

SnapEngage

Provide our live chat feature on our website.

United States

SCC’s (with ITDA Addendum)

8. HOW LONG WE KEEP YOUR PERSONAL INFORMATION

We will retain your information for no longer than we are legally required to do so. After this period has passed, we will securely destroy the personal information retained under our instruction. In considering how long to retain your personal information, we will consider the relevance of your personal information to our organisation and our legal obligations.

For applicants who have been unsuccessful, we will retain their personal information for 6 months from the date the applicant has been informed that they were unsuccessful.

For applicants that have successfully obtained a position within Kings, the Kings Foundation will retain their personal information for 6 years following employment being ceased.

9. YOUR RIGHTS

Right to be Informed

We will always be transparent in the way we use your personal information. You will be fully informed about the processing through relevant privacy notices.

Right to Access

You have a right to request access to the personal information that we hold about you and this should be provided to you, under the GDPR, within one calendar month. If you would like to request a copy of your personal information, please contact us.

Right to Rectification

We want to make sure that the personal information we hold about you is accurate and up to date. Therefore, you have full control over your personal information within your applicant profile. You can update your profile as many times as necessary.

Right to Erasure

You have the right to have your information ‘erased’ in the following situations:

Where the personal information is no longer necessary in relation to the purpose for which it was originally collected or processed.
When you withdraw
When you object to the processing and there is no overriding legitimate interest for continuing the processing.
When the personal information was unlawfully
When the personal information must be erased to comply with a legal

If you would like to request erasure of your personal information, please contact us. Please note that each request will be reviewed on a case by case basis and where we have a lawful reason to retain the information, it will not be erased.

Right to Restriction of Processing

You have the right to restrict processing in certain situations such as:

Where you contest the accuracy of your personal information, we will restrict the processing until you have verified the accuracy of your personal information.
Where you have objected to processing and we are considering whether Kings have legitimate grounds that override your legitimate grounds.
When processing is unlawful, and you oppose erasure and request restriction
Where Kings no longer need the personal information, but you require the information to establish, exercise or defend a legal claim.

Right to Data Portability

You have the right to data portability in certain situations. You have the right to obtain and reuse your personal information for your own purposes via a machine-readable format, such as a .CSV file. If you would like to request portability of your personal information, please contact us.

This only applies:

To personal information that you have provided to us;
If the processing is based on your consent or the performance of a contract; and
If the processing is carried out by automated

Right to Object

You have the right to object to Kings Recruit processing your information in these circumstances:

Where the processing is for direct Remember you can opt-out of email communication at any time via the unsubscribe feature on our emails; and
Where the processing is based on legitimate

10. HOW TO CONTACT USE AND THE REGULATOR

If you feel that Kings has not upheld your rights, we ask that you contact our DPO whose details can be found below so that we can try and help.

Address: Data Protection Officer

Kings Active Foundation

Osborne House 47 Snaithing Lane Sheffield

S10 3LF

Telephone: 0114 263 2150

Email: data.protection@kingsactive.org

If you are not satisfied with our response, or believe we are not processing your personal information in accordance with the law you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

Address: Information Commissioner’s Office

Wycliffe House Water Lane Wilmslow Cheshire

SK9 5AF

Telephone: 0303 123 1113

Website: www.ico.org.uk