About the information we collect from you and why we do so.
When registering on the system we will ask you for some initial information allowing us to create an applicant account for you.
We need your name and a correspondence email to enable an individual account to be created, the email address will be used to send you any information generated by the system, e.g. job alerts if you choose to create some.
We need to know if you are surplus or a priority mover to enable specific parts of the system design to aid surplus and priority staff, for example, parts of the profile and automatic job alerts (if your profile is completed). This information is also used to enable department to track surplus numbers, locations, etc. and aid with redeployment activities. Job alerts for surplus candidates will be shared with their line manager.
Your work email and line manager's details are used to verify that you are currently an employee of an accredited organisation, on verifying your account you will have the ability to access internally advertised vacancies. If you do not include your work email address, your line manager will verify your civil servant status for you, in this circumstance, your correspondence email address will be shared with your line manager.
The profile functionality is available to all employees of accredited organisations; this functionality is not for external users.
The profile will populate certain parts of any future applications. This functionality is most important to surplus and priority mover staff. Below we explain what we will use this data for.
To have the ability to use this information to track surplus numbers by date across the civil service or by department, this statistical information will help to inform business decisions.
Your name and contact details can be stored in your profile and they will be automatically pulled into your application if you apply for a post. We may also use your contact details to contact you if we have any queries with your account.
To build up an applicant database, allowing nominated individuals to search for suitable applicants (particularly surplus staff) ahead of running a recruitment campaign and offer redeployment opportunities where appropriate. This could provide matches between individuals and vacancies both within the individual's current department and potentially across the whole civil service.
Information held in a profile will potentially be shared with the line manager of a vacancy, if the information provided by an individual matches the job requirements. This will allow the manager to make an informed decision on the suitability of the individual for their vacancy.
Information held in a profile will auto-populate any applications made through the Civil Service Jobs System.
Anonymised information from profiles maybe used for statistical purposes.
Information held in the profile will be shared with your home department, to inform business decisions and take-up of service. Information will be provided on a monthly basis, to a nominated individual, in a secure manner.
Here you have the opportunity to include any information which you feel would enhance any applications you may make. Your first entry will pull through to any applications you make in the system.
For current civil service staff who are surplus or
This information may be used by your department to match you to potential job opportunities, to aid redeployment activities.
Departments may use this information to help match surplus and priority mover staff to available jobs. This is your opportunity to include any knowledge and experience information which you feel will enhance your suitability.
This may mean that individuals will be contacted regarding suitable opportunities in their location and relevant job categories. This is aimed at Surplus staff, where this information will be used to match them to potential job opportunities.
We collect this information to monitor diversity levels within the surplus groups and ensure that there are no adverse effects on any particular group.
This will enable departments to match you to potential jobs outside your current job function and location. This may mean that surplus employees are contacted regarding suitable opportunities in their preferred locations and job categories, providing them with potential redeployment opportunities.
When you apply to the Civil Service for a job we will ask you on our application form to give us your personal data. To explain why we ask for your personal data below, we take you through each section of the application form.
If you decline to provide the required personal data, this may affect your application.
Data collected in this section against employees of accredited organisations' is used to determine eligibility; individuals that have applied at a stage for which they are not eligible to be considered at will usually be rejected.
For employees of accredited organisations only - we need to know if you are surplus or a priority mover to allow you to apply at certain stages of the recruitment process and to make sure that you are given priority over others when applying on level transfer.
We need your name and contact details so that we can speak with you about your application.
To join the Civil Service you must usually be a national of the United Kingdom (holder of, or eligible for, a current UK passport), a Commonwealth citizen or a national of the European Economic Area (EEA) which is made up of the Member States of the European Union and the European Free Trade Area. However there are a number of posts called 'Reserved' posts which are only open to UK nationals.
If you are subject to immigration control there are restrictions governing your employment and we need this information to process your job application.
Details on formal action due to disciplinary, poor performance and attendance will be used to ensure that you are eligible to apply.
The date you entered the Civil Service is used to check eligibility.
We require your employee number for identification purposes, to keep our records up to date and for linking pension records.
We need substantive grade information to enable us to check eligibility.
Your current post information is needed, to allow us to gain insight into the skills and experiences you have gained in your current post.
We require this information so that we can gain some insight into what skills and experience you have gained in your working career and may bring with you to the advertised post.
Periods of unemployment - we require this information in order to obtain a complete employment history.
Experience & Knowledge makes up part of the overall selection criteria. Here you have the opportunity to include any information which you feel will enhance your application with information about your knowledge and experience which makes you a suitable applicant for the job.
Your data will be used to inform the selection process. Details provided will be used to assess whether you have the required skill set and experience for the advertised post.
Where standard entry criteria are applicable this will have formed part of the job advertisement and we require you, in the application form, to advise us that you have the various qualifications required.
If you are selected for interview, you will be asked to bring proof of your qualifications with you to the interview.
We check the details provided to ensure that you are eligible to take up a teaching position.
If you are successful for interview, you will be asked to produce formal documentation which will support the data provided in your application.
This information may be required as part of the selection criteria as stated in the advert.
If you are selected for interview, you will be asked to bring proof of your licenses and certificates with you to the interview.
This information may be required as part of your qualification for the post and it may also be part of the selection criteria.
If you are selected for interview, you will be asked to bring proof of your Professional Memberships with you to the interview.
This information may be required as part of the selection criteria as stated in the advert.
Your CV will be used to enable us to assess your suitability for the advertised role.
There are a range of documents which may be asked for; we therefore cannot detail every possible eventuality in this document. If you would like details on why an organisation is asking for an additional attachment please contact the advertising organisation.
Your line manager will be contacted when you apply for the vacancy, they will be asked to validate your application. We do not ask that your line manager comments on your suitability.
We are an accredited user of the "Disability Symbol" and offer all job applicants who meet the minimum qualifying criteria for the job or grade advertised a guaranteed interview if they meet the definition of disability under the Equality Act 2010 (see above). We are therefore permitted to ask you about your health or disability under the Equality Act 2010 for the purpose of taking positive action in favor of disabled applicants.
We collect equality and diversity information to monitor the impact of our selection policies to ensure that they are not having an adverse effect on any particular group.
In some circumstances, and only for applicants successful at interview who commence employment, this information may also be used to create an internal HR personal record.
We ask you to let us know where you saw the post advertised as this enables us to evaluate the effectiveness of our recruitment advertising strategy.
We ask you to tell us if you consider that you have a disability.
"A person (P) has a disability if
(a) P has a physical or mental impairment and
(b) the impairment has a substantial and long-term adverse effect on P's ability to carry out normal day-to-day activities."
The term mental or physical impairment should be given its ordinary meaning. A person is disabled by reference to the effect that impairment has on that person's ability to carry out day to day activities.
Substantial means something that is considered to be more than minor or trivial. A long-term impairment is defined as one that has
The Equality Act 2010 also refers to progressive conditions, e.g. a condition which is likely to change and develop over time. Where
The Equality Act 2010 also provides that an impairment which consists of a severe disfigurement is to be treated as having a substantial adverse effect on the ability of that person to carry out day-to-day activities. The severe disfigurement must however meet the requirement of being long-term.
If the impairment would be likely to have a substantial adverse effect but for the fact that medication and/or other measures are being taken to correct or treat it (e.g. diabetes, epilepsy etc) then the impairment is to be considered as having that effect even if the impairment is entirely under control. However this does not apply if the sight impairment can be corrected by the use of spectacles, contact lenses or any other prescribed treatment.
Cancer, HIV infection and multiple sclerosis are disabilities under the Equality Act 2010.
In some circumstances, people who have sight impairment are automatically treated as disabled under Regulation made under the Equality Act 2010.
There are some conditions that are not considered as impairments for the purposes of the Equality Act 2010. They are
Under the Equality Act 2010, we can only ask you about your health and whether you have a disability prior to an offer of employment where the information is necessary for particular, specified, purposes. One of the purposes for which we may ask such questions is to monitor diversity in the range of persons applying to work for us.
We require this information to allow us to monitor recruitment and manpower trends regarding various groups of personnel, including disabled applicants, in order to comply with our equality and diversity policies and meet our commitments. The information you provide in the questionnaire is confidential and any statistical information derived from this information will be anonymised before publication.
Once employed by the Department, we may also use this data to enable us to provide you with appropriate information relevant to personnel with disabilities or to seek your assistance with various disability projects or initiatives in line with our equality and diversity policies and commitments.
We require this information to find out whether we need to make reasonable adjustments to enable you to undergo an assessment, such as an interview or assessment, as part of the recruitment process. This is one of the purposes for which we can ask about your health under the Equality Act 2010.
When vacancies advertise posts in more than one location we need to know which location you would like to be considered against.
We need this information so that we can establish your identity and your rights to work in the Civil Service. You must bring the original documentation with you to the interview. This will, however, be returned to you and copies will be retained as part of your applicant record.
You should also be aware that, if you are successful at interview, the information provided here will be forwarded to a Vetting Agency to enable them to proceed with the required security clearance.
Qualification, memberships and license evidence will be required to confirm any qualifications stated as mandatory in the job advert.
If you are found to be suitable at interview we will ask you to provide additional personal information on our second stage application form. To explain why we ask for your personal data below, we take you through each section of the application form.
Information regarding payment of pension/redundancy information is required in order to notify you of any effects on this payment if you are successful in your application.
We need to know the reason(s) for your dismissal so that we can decide whether you are eligible to apply for another post in the Civil Service
We ask that you provide us with information so that we can approach your referees to determine your suitability for employment with the Civil Service. We reserve the right to approach any of your previous employers.
If you do not wish us to approach your employer before you are offered a post with the Civil Service, any offer will be conditional on satisfactory references being received following your provisional offer. Because of the nature of the work in the Civil Service, some posts require you to be security cleared before your appointment can be confirmed. This process normally takes 4 - 6 weeks although may take longer if you have links with foreign countries or have moved between various addresses in the UK.
This is your opportunity to indicate if you have or wish to have a working pattern which is alternative to full time. Your alternative working pattern request will be considered by the recruiting business area. Details of your agreed working pattern will be applied to your employee records.
You line manager contact details are needed at this stage, as it may be necessary to contact your line manager with regards to your working pattern.
Your date of birth, marital status and national insurance number will be used in the creation of your HR record.
Your National Insurance number may also be used to allow for us to check your HMRC PAYE record. The PAYE system can be used in place of reference checks, your tax record is cross referenced against your application to check your employment history.
Your HR departments contact details are required to facilitate the completion of pre- posting checks.
This information is used for management information reasons, the data may be used to enable us to improve the recruitment process.
As explained on the questionnaire, before you can be regarded as being suitable for a post, the Civil Service Commission must be satisfied about your character.
The purpose of character enquiries is to determine
The information in this questionnaire is required so that we can assess an applicant's fitness for a post. You should be aware that we do not set standards higher than can be justified in relation to the work and our obligations under the Disability Discrimination Act 1995 requires us to ensure that reasonable adjustments are made in the work place to accommodate the needs of individuals with disabilities.
Do we have any other uses for the information you provide?
As explained above, the information that you supply will mainly be used to consider your suitability for interview. If you are successful, it will also be held on your record and will be retained for the rest of your employment with the Civil Service.
It will be used to consider, for example, where your skills could be most effectively deployed. The record will be added to throughout your career with records of your reckonable service, pension entitlement, job moves throughout the Department, attendance details, assessment and development reports, qualifications gained and other relevant information. Once you have left the Department, most of the information on your record will be retained for 100 years from your date of birth.
As an equal opportunities employer, the Civil Service may also use the information provided in this and associated forms for monitoring and statistical analysis e.g. age, disability, ethnic minority profiling etc in order to comply with our equal opportunities policies and commitments and for the progression of equal opportunity issues.
Once employed by the Department, this may also include you being contacted direct by authorized personnel in the pursuance of our equal opportunity goals.
In accordance with the civil service Recruitment Principles, papers will be retained for 12 months from the end of the competition. The term 'papers' refers to the advertisement, application forms, sift criteria, selective panel report, campaign summary, statistics and any other relevant papers relating to the competition. After the initial 12 month period, data for the vacancy will be retained for a further 24 months, this retention period is for audit purposes.
This is so that those running the recruitment campaign are in a position to demonstrate that they have complied with the principles of fair and open competition.
After this period has expired, your application record, and any other additional information that was collated as part of the recruitment process will be destroyed.
When it comes to the information we hold about you, your rights are set out clearly in the law. The Data Protection Act 1998 provides also that people who record and use personal data must be open about how it is used and that they must comply with the eight Data Protection Principles.
In some instances, the law exempts us from these principles. This is normally where obeying the principles would damage the fight against crime, or be against the national interest in some way.
The next part of this document explains what the Data Protection Principles are and how we obey them. Remember, it is simply an explanation and does not attempt to replace the Act itself.
In broad terms, the Data Protection Principles state that when we are dealing with people's personal information, we must
Processing includes "obtaining, recording or holding information". We must only obtain it fairly and lawfully. We have to tell you why the information is needed and how we may use it. We have explained this in previous sections of this document. We only process the information in ways that the law allows.
There are "conditions for processing" personal data. These conditions are set out in Schedule 2 of the Data Protection Act. The "conditions for processing" sensitive personal data is set out in Schedule 3 of the Act. Information is considered to be sensitive if it deals with racial or ethnic origin; political opinions; religion; trade union membership; physical or mental health; sexual life; and offences or convictions and court proceedings.
When processing personal data we must comply with at least one of the following conditions, unless a relevant exemption applies
When processing sensitive personal information, we must comply with the at least one of the above conditions and, at least one of several other conditions. These other conditions are as follows
This means that your personal information will be processed only in ways that the law allows and only for purposes connected with your application, recruitment or employment.
This means that we will only process the information that we need to do our job.
This means that we will do all that we reasonably can to ensure that we hold only accurate information. We will review it regularly. We will take all reasonable steps to ensure that the information we hold on you is accurate and up to date. Where this is proved not to be the case, we will either delete it or update it.
As explained at Section 4, "Do we have any other uses for the information you have provided", information that you provide at the time of the recruitment campaign will be held on your personal record if you become an employee of the Civil Service. All recruitment related papers will be retained for 12 months from the end of the competition. The term ‘papers' refers to the advertisement, application forms, sift criteria, selective panel report, campaign summary, statistics and any other relevant papers relating to the competition. After the 12 month period, data will be archived but will be kept for a further 24 months.
"Personal data shall be processed in accordance with the rights of data subjects under this Act."
This is the sixth data protection principle, and the rights of individuals that it refers to are
This means that we will do everything necessary to take very good care of any personal information that we hold on you. This includes
This Principle is unlikely to affect your application but, for example, if you were to be employed by the Civil Service and decided to take up a posting overseas, some of your personal information may need to be released to the country where you have chosen to work.
You can find out more about the Data Protection Act 1998 at: Information Commissioner's Office (opens in a new window) or by writing to:
Information Commissioner's Office