This notice sets out how we will use your personal data, and your rights. It is made under Articles 13 and/or 14 of the General Data Protection Regulation (GDPR).
We will process the following personal data:
When you create an account:
When you create an account to set up and manage vacancies:
Civil servants who are priority movers have the option to create a profile and add:
When you view a job advert we may automatically collect:
When you make an application we may ask for:
When you are invited to an interview we may ask you to provide:
When you undergo pre-employment checks we may ask for:
If you are already working for the Civil Service and moving to another government department, we may also ask for:
In order to help test the effectiveness and fairness of new questions for our online tests, you may be presented with a few trial questions as part of your online test and/or you may be contacted to complete a separate trial test.
The list above only applies for applications made through the Civil Service Jobs system. Some advertisers may use their own application systems, when their privacy notice will apply.
When you contact us with feedback or an enquiry we will process:
The purposes for which we are processing your personal data are:
The legal basis for processing your personal data is:
Sensitive personal data is personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation.
The legal basis for processing your sensitive personal data is:
The processing by us of personal data relating to criminal convictions and offences or related security measures is not carried out under official authority, but is authorised because it meets the following condition:
Your personal data will be shared by us with:
Once you have made an application, your information may be shared with:
If you meet the required standard but the recruiting department is unable to offer you the job, you may be given the option of being added to a reserve list. Reserve lists may be shared with other Civil Service departments who are recruiting for similar roles.
For senior civil service roles, your data may be held by the Civil Service HR team within the Cabinet Office to provide a list of potential candidates to be considered for similar future roles.
If you undergo pre-employment checks prior to appointment, your data may be shared with:
If you request support with your application or for a technical issue:
As your personal data will be stored on our IT infrastructure it will also be shared with our data processors who provide email and document management and storage services to us.
As an organisation using AccessNI to help assess the suitability of applicants for positions of trust, the Government Recruitment Service complies fully with AccessNIís Service Level Agreement regarding the correct handling, use, storage retention and disposal of Disclosure Applications and Disclosure information. We also comply fully with obligations under the Data Protection Act 2018 and other relevant legislative requirements with regards to the safe handling, storage, retention and disposal of disclosure information.
As we no longer receive a copy certificate from AccessNI, written consent will be obtained from the applicant when requesting and retaining a copy of a disclosure certificate. Disclosure information is kept securely, in lockable, non-portable, storage containers with access strictly controlled and limited to those who are entitled to see it as part of their duties. In accordance with section 124 of the Police Act 1997, disclosure information is only passed to those who are authorised to receive it in the course of their duties. We maintain a record of all those to whom disclosures or disclosure information has been revealed. We recognise it is a criminal offence to pass this information to anyone who is not entitled to receive it. Disclosure information is only used for the specific purpose for which it was requested and for which the applicantís full consent has been given.
Once a recruitment (or other relevant appointment, regulatory or licensing) decision has been taken, we do not keep disclosure information for any longer than is necessary. We comply with AccessNIís Service Level Agreement to return the original disclosure certificate to the applicant once a decision, recruitment or otherwise has been made and will be retained no longer than the agreed period.
Once the retention period has elapsed, we will ensure that any disclosure information is immediately destroyed by secure means. While awaiting destruction, disclosure information will not be kept in any unsecured receptacle. We will not keep any photocopy or other image of the disclosure or any copy or representation of the contents of a disclosure or any other relevant non-conviction information supplied by police. However, despite the above, we may keep a record of the date of issue of a disclosure, the name of the subject, the type of disclosure requested, the position for which the disclosure was requested, the AccessNI unique reference number of the disclosure certificate and the details of the recruitment decision.
Your personal data will be kept by us for the following durations:
Application records and associated files (including CVs, letters, emails, comment and feedback) will be deleted 2 years after the vacancy is archived. A vacancy becomes archived when there are no active applications and either:
Candidate accounts - you can, at any time, choose to close your account. This will:
Closed accounts are deleted and cannot be restored, however previously submitted applications will be retained until deletion for the period described above.
Candidate accounts that are active will remain in the system unless the candidate deletes them (or makes a request for deletion). An account will become inactive if the user has not logged in for two years.
Vacancy manager accounts
ATS account holders are required to periodically reconfirm that they still require access, otherwise the account will become inactive.
Inactive accounts will be deleted three years after the last time the user logged in. Active accounts will remain in the system.
Your personal data will be subject to automated decision making when online psychometric tests are used.
Some vacancies use online psychometric tests in the early stages of recruitment. Three tests are commonly used: Verbal Reasoning, Numerical Reasoning and the Civil Service Judgement Test.
Decisions are made on who to invite to later stages based on automated scoring and sifting processes. In addition, test scores and other applicant data are regularly captured for statistical and research analysis purposes.
Your score is calculated from the responses you give during the test, and no other information about you is used. We compare your score to those gained by a peer group who previously took the test, to give you a percentile. The vacancy will have a minimum percentile requirement, and if your score is lower than this, you will be rejected and your application will not be considered further.
You have the right to request information about how your personal data is processed, and to request a copy of that personal data.
You have the right to request a copy of any personal data you have provided, and for this to be provided in a structured, commonly used and machine-readable format.
You have the right to request that any inaccuracies in your personal data are rectified without delay.
You have the right to request that any incomplete personal data are completed, including by means of a supplementary statement.
You have the right to request that your personal data is erased if there is no longer a justification for it to be processed.
You have the right in certain circumstances (for example, where accuracy is contested) to request that the processing of your personal data is restricted.
You have the right to object to the processing of your personal data where it is processed for direct marketing purposes.
You have the right to object to the processing of your personal data.
You have the right, in relation to automatic profiling, to obtain human intervention in the outcome, to express your point of view, and to contest the decision reached by automatic profiling.
As your personal data is stored on our IT infrastructure, and shared with our data processors who provide email, and document management and storage services, it may be transferred and stored securely outside the European Economic Area. Where that is the case it will be subject to equivalent legal protection through the use of Model Contract Clauses.
If you consider that your personal data has been misused or mishandled, you may make a complaint to the Information Commissioner, who is an independent regulator. The Information Commissioner can be contacted at:
Information Commissioner's Office
0303 123 1113
Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.
Cabinet Office is the data controller for your account details, and for any applications you have not yet submitted.
Cabinet Office and the department you apply to are joint data controllers for your personal data within your submitted applications.
You can contact Civil Service Jobs by email: email@example.com
The contact details for Cabinet Officeís Data Protection Officer (DPO) are:
If this privacy notice changes in any way, we will place an updated version on this page. Regularly reviewing this page ensures you are always aware of what information we collect, how we use it, and under what circumstances we will share it with other parties.
Last updated: 04 January 2021