RECRUITMENT PRIVACY POLICY
We couldn’t do any of our lifesaving work without people like you. Whether you want to come and work for us, or are keen to volunteer your time, Anthony Nolan promises to protect and respect your privacy.
This is our Recruitment Privacy Policy, relating to how we collect and process personal information relating to you as a job applicant or prospective volunteer, which enables us to manage our recruitment process. We are committed to being transparent about how we collect and use your information and to meeting our data protection obligations.
Please read this Recruitment Privacy Policy carefully. It contains important information about how we protect, use and process any personal information you give to us. We aim to be clear when we collect your information and promise not to do anything with the information you wouldn’t reasonably expect.
What information do we collect?
As part of our recruitment process we may collect and process a range of information about you. This includes:
your name, date of birth, address and contact details, including email address and telephone number;
- details of your qualifications, skills, experience and employment history;
- information about your current level of remuneration, including benefit entitlements;
- your availability to work (i.e. which days) if you are applying for a volunteer role;
- whether or not you have a disability for which the we need to make reasonable adjustments during the recruitment process;
- information about your entitlement to work in the UK and nationality, and
- equal opportunities monitoring information, including information about your gender, ethnic origin, health, and religion or belief where you choose to provide it.
We may collect this information in a variety of ways. For example, your information might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.
We may also collect personal information about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. We will seek information from third parties only once a we have made you job offer or offered you a volunteer role and we will inform you that we are doing so.
Where we process other special categories of data, such as information about your gender, ethnic origin, health, and religion or belief, this is done anonymously for the purposes of equal opportunities monitoring with your consent, which you can withdraw at any time. If you choose not to provide this information, this will not affect your application in anyway.
Information will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including our email system).
How will we use and process your information?
After we have collected your information, there are a variety of ways in which we might use it during the recruitment process. They include:
- Assessing your experience, skills and qualifications against those needed for the job, and managing the selection process;
- Entering your details and issuing you with a contract if we offer you a job;
- Reviewing your skills against our volunteering requirements and managing the volunteer selection process;
- Contacting your referees once you’ve consented to us do so;
- Enabling us to comply with our legal obligations, for example confirming your eligibility to work in the UK or seeking information on criminal convictions or offences where relevant to the role;
- Processing special categories of information, such as information about your gender, ethnic origin, health, and religion or belief, to monitor recruitment statistics. This information is anonymised for the purposes of reporting, and helps us to ensure that Anthony Nolan is an inclusive employer;
- Ensuring that reasonable adjustments are made if you tell us you have a disability;
- Contacting you about future employment or volunteering opportunities, if you consent to us doing so;
- Populating future job applications with your personal information where you’ve previously provided it and consented to us doing so;
- Responding to any complaints or to legal claims relating to our recruitment or volunteer selection process.
- Keeping in touch with you before you start your new role
In all cases, we balance our legitimate interests against your rights as an individual and make sure we only use personal information in a way or for a purpose that you would reasonably expect in accordance with this Recruitment Privacy Policy and that does not intrude on your privacy.
Who has access to your information?
Your information may be shared internally for the purposes of the recruitment or volunteer selection exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a job vacancy or volunteering opportunity and IT staff if access to the information is necessary for the performance of their roles.
Where you choose to provide special categories of data, such as information about your gender, ethnic origin, health, and religion or belief, for the purposes of equal opportunities monitoring this is anonymised and not accessible by Anthony Nolan staff.
We will not share your information with third parties, unless your application for employment / volunteering is successful and we make you an offer of employment or a volunteer role. We will then share your information with former employers/referees to obtain references for you, and the Disclosure and Barring Service to obtain necessary criminal records checks where relevant to the role. We will always seek your consent before asking for references or completing background checks.
We may use external companies to collect or process personal data on our behalf. However we always carry out comprehensive checks on these companies before we work with them and put a contract in place to set out our requirements, especially in relation to how they manage the personal data they collect or have access to.
We will not transfer your data outside the European Economic Area.
How do we protect your information?
We take the security of your information seriously. We have internal policies and controls in place to ensure that your information is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.
How long do we keep your information for?
When you create an account to apply for a role at Anthony Nolan we will hold your information in your online profile for 2 years after the end of the relevant recruitment process, allowing for fields to be populated should you choose to complete an application for another role.
At the end of that period (or if you withdraw your consent at any time), your information is destroyed.
If your application for employment is unsuccessful, but you agree to be contacted for similar roles, we will hold your information on file for 1 year solely to be considered for future employment opportunities.
If your application for employment is successful, we will transfer personal information gathered during the recruitment process to your personnel file and retain it during your employment in accordance with our Staff Privacy Policy. The periods for which your information will be held will be provided to you in a new privacy notice.
If we offer you a volunteering role, we will transfer personal information gathered during the selection process to our CRM database and retain it during the time you volunteer with us in accordance with our Volunteer Privacy Policy which will be provided to you at this time.
What if you do not provide personal information?
You are under no statutory or contractual obligation to provide information to the organisation during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.
Automated decision-making
Recruitment processes are not based solely on automated decision-making.
Rights of access, correction, erasure, and restriction
Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during the recruitment process.
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
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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.
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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.
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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).
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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.
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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.
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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 contact the Data Protection Officer at dataprotection@anthonynolan.org in writing.
No fee usually required
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
Right to withdraw consent
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the Data Protection Officer at dataprotection@anthonynolan.org. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
Data protection officer
We have appointed a Data Protection Officer to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO at dataprotection@anthonynolan.org. You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.
Updating this Recruitment Privacy Policy
This Recruitment Privacy Policy was updated in February 2024. We will keep it under review and may make updates from time to time. If we make any significant changes to the way we treat your personal information, we will make this clear on the Anthony Nolan website, or by contacting you directly. We may also notify you in other ways from time to time about the processing of your personal information.
*’Us’ or ‘we’ refers to the registered charity Anthony Nolan (no. 803716 in England and Wales/ no. SC038827 in Scotland) and a company limited by guarantee (company no. 02379280) and Anthony Nolan Trading Limited, a limited company (company no. 02511952).
Registered address:
The Royal Free Hospital, Pond Street, Hampstead, London, NW3 2QG
Head Office:
2-3 Heathgate Place, 75-87 Agincourt Road, NW3 2NU
**We are registered with the UK Information Commissioner’s Office (ICO) as a data controller under registration number Z3022117 (Anthony Nolan) and Z4877402 (Anthony Nolan Trading Limited).
