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HR privacy Notice

HR Privacy Notice

This privacy policy sets out the data processing practices of SSAFA with regards to HR and collecting personal information in electronic and manual form.

This policy will cover the below:

Job applicants, current and former SSAFA employees

SSAFA is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at data.governance@SSAFA.org.uk.

Use of data processors 

Data processors are third parties who provide elements of our HR service for us. Data processors will be identified below.  We have contracts in place with our data processors. This means that they cannot process with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

Job applicants

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t. 

What will we do with the information you provide to us?

All of the information you provide during the recruitment process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for. 

Application stage

If you use our online application system, you will provide the requested information directly into the recruitment module of iTrent, our HR Information System. The HR Information System provider is MHR, they will hold the information you submit in their data centre but SSAFA will have access to it. Once you click ‘view current vacancies’ you will be taken to an iTrent webpage.

We ask you for your personal details including name and contact details. We will also ask you for your CV (to include previous work experience and education), current salary and details of professional memberships relevant to the role you have applied for. You will also be asked to declare your relation to existing SSAFA employees and to complete a criminal records declaration.

Our HR team and the recruiting manager will have access to all of this information.

You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our HR team, including recruiting managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.

If you use a “paper” application form (completed either electronically in Microsoft Word or by hand), we ask for the same information.  Again, our HR team and the recruiting manager will have access to all of this information.  Equal opportunities information will not be made available to any staff outside of our HR team, including recruiting managers.

Shortlisting

Our recruiting managers and their chosen interview panel members shortlist applications for interview. They will not be provided with your equal opportunities information if you have provided it.

Assessments

If you are shortlisted, we will invite you to attend an interview.  You might also be asked to complete aptitude tests, occupational personality profile questionnaires or other forms of tests as part of the selection process.

Saville Assessment provide online aptitude tests and occupational personality profile questionnaires for us. If we ask you to complete one of these tests, we will send you a link to the test. Your answers will be provided to and held by Saville Assessment.  It is then marked and the result is generated automatically to SSAFA.

All other information generated as a result of the assessments will be held by SSAFA.

If you are unsuccessful following assessment for the position you have applied for, we will retain all the documentation relating to your application and assessment for a period of six months from the date that the vacancy is filled.

How we make decisions about recruitment?

Final recruitment decisions are made by recruiting managers and the interview panel. All of the information gathered during the application process is taken into account.

You are able to ask about decisions made about your application by speaking to the HR team or by emailing hr@ssafa.org.uk.

Conditional offer

If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. All offers of employment are subject to the successful completion of pre-employment checks. We are required to confirm the identity of our staff, their right to work and seek assurance as to their suitability for the role. 

You will therefore be required to provide: 

  • Proof of your identity – you will be asked to provide a copy before your start date and bring your original documents with you on your first day, we will take copies.
  • Proof of your qualifications – you will be asked to provide a copy before your start date and bring your original documents with you on your first day, we will take copies.
  • Where the work we have offered you involves contact with children and/or vulnerable adults, we will ask you to undergo a criminal records check.  This is done through one of two data processors, Agenda Screening or Volunteer Scotland.
  • We will also ask you to complete a questionnaire about your health in order to establish your fitness to work. This is done through one of two data processors, BUPA or Healix.

You will be asked to provide the following information on a New Starter Form after you have accepted the conditional offer:

  • Referees covering the last 3 years of employment – we will contact your referees directly to obtain references
  • Bank details – to process salary payments
  • Emergency contact details – so we know who to contact in case you have an emergency at work
  • Criminal records checks are carried out in line with guidance provided by the Disclosure & Barring Service and Protecting Vulnerable Groups Scheme.

Agenda Screening provide our criminal records screening service. Where a criminal records check is required, we will provide your email address to Agenda Screening who will contact you to complete an online application for a Standard or Enhanced Criminal Record check (depending on the role) which will then be processed by the Disclosure and Barring Service.  The information you provide will be provided to and held by Agenda Screening who then pass it onto the Disclosure and Barring Service.  The results of the check will be sent directly to you and you will be asked to show the original certificate to a member of the HR team.  SSAFA will only retain details of the disclosure number and date of issue.

Volunteer Scotland act as a counter signatory for applications to join the Protecting Vulnerable Groups Scheme which applies when the role is based in Scotland.  The paper form that you complete will be sent to Volunteer Scotland for countersignature and then passed on to the Protecting Vulnerable Groups Scheme.  The results of the check will be sent directly to you and you will be asked to show the original certificate to a member of the HR team.  SSAFA will only retain details of the disclosure number and date of issue.

BUPA provide our Occupational Health service. If we make you a conditional offer, we will ask that you complete a questionnaire which will help to determine if you are fit to undertake the work that you have been offered, or advise us if any adjustments are needed to the work environment or systems so that you may work effectively.

We will create an account for you with BUPA, after which you will receive a link to an online questionnaire. The information you provide will be held by BUPA who will provide us with a report confirming that the employment is suitable and/or with recommendations to support you. BUPA will gain your consent to share information about a health condition with us.  If you decline for us to see it, then this could affect your job offer.

Healix is an alternative Occupational Health service provider which we use for employees being posted abroad, and their accompanying family.  If you have been offered a posting abroad, we will ask that you complete a questionnaire which will help to determine if you are fit to undertake the work that you have been offered, or advise us if any adjustments are needed to the work environment or systems so that you may work effectively.  You will be provided with a web link and a PIN which enable you to complete an online questionnaire.  The information you provide will be held by Healix who will provide us with a report confirming that the employment is suitable and/or with recommendations to support you. Healix will gain your consent to share information about a health condition with us.  If you decline for us to see it, then this could affect your job offer.

Current SSAFA employees

Post start date

If you accept a job with us, your personal details will be transferred to the HR module of iTrent.  MHR’s Managed Services team provide payroll services to SSAFA and they have access to relevant details about you through iTrent.  This will include your name, bank details, address, date of birth, National Insurance Number and salary.

Some roles require security checks e.g. if the office is located on a military base. If you are required to undergo security checks, you will be provided with the relevant forms to complete which will then be passed to the security office on the base.  Your answers will be provided to and held by MOD, which will be the data controller for this information. 

MOD will tell you and us whether your application is successful or not. If it is unsuccessful, SSAFA will not be told the reason(s) why but we might need to review your suitability for the role or how you perform your duties.

If you satisfy the eligibility requirements, you will be auto-enrolled into the pension scheme and your details will be provided to Aviva who are the administrators of SSAFA’s Group Personal Pension Plan. Details provided to Aviva will be your name, address, date of birth, National Insurance number and salary. Your bank details will not be passed to Aviva.

How long is the information retained for?

If you take up employment with SSAFA, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment and for 6 years following the end of your employment plus the current tax year. This includes your pay records, criminal records declaration, and records of pre-employment checks such as references and security checks.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the vacancy being filled.  Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months from the vacancy being filled.

Anonymised equal opportunities information is retained for statistical purposes following the closure of the campaign whether you are successful or not.

We regularly produce management information about our recruitment campaigns. This is anonymised information which tells us about the effectiveness of campaigns, for example, from which source did we get the most candidates, equal opportunities information for monitoring purposes. This anonymised information will be retained for 10 years from the end of the campaign to monitor trends.  

Read our full Privacy Policy here.