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How Your Data Will Be Processed - Trustees


Data controller: Glasgow Children’s Hospital Charity (GCHC)

As part of any recruitment process, GCHC collects and processes personal data relating to Board Trustee applicants.  We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations. 

What information do we collect? 

The organisation collects a range of information about you. This includes:

  • your name, address and contact details, including email address and telephone number;
  • details of your skills, experience and employment history;
  • information about current and spend criminal convictions;
  • whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process; 

GCHC may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through the recruitment process.

GCHC may also collect personal data 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 role is offered to you and will inform you that we are doing so. 

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

Why do we process personal data?

GCHC needs to process data to take steps at your request prior to entering into an agreement with you.  We may also need to process your data to enter into an agreement with you.

In some cases, GCHC needs to process data to ensure that we are complying with our legal obligations. For example, it is required to check your identification.

GCHC has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from Board Trustee applicants allows us to manage the recruitment process, assess and confirm a candidate's suitability for the role and decide who the role will be offered to. GCHC may also need to process data from applicants to respond to and defend against legal claims. 

GCHC may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics.  We may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability.  GCHC processes such information to carry out our obligations and exercise specific rights in relation to employment. 

GCHC is obliged to seek information about criminal convictions and offences. Where GCHC seeks this information, we do so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment.

GCHC will not use your data for any purpose other than the recruitment exercise for which you have applied.

Who has access to data?

Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the Trustee recruitment team, interviewers involved in the recruitment process.

GCHC will not share your data with third parties, unless your application for employment is successful and it makes you an offer of Board Trustee.  We will then share your data with former employers to obtain references for you and Disclosure Scotland to obtain necessary criminal records checks.

The organisation will hold your personal details on its own IT network in the UK.

How does GCHC protect data? 

GCHC takes the security of your data seriously.  We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

For how long does GCHC keep data?

If your application is unsuccessful, we will hold your data on file for 6 months after the end of the relevant recruitment process.  At the end of that period (or once you withdraw your consent), your data is deleted or destroyed.

If your application is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your tenure. The periods for which your data will be held will be provided to you in a new privacy notice.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require the organisation to change incorrect or incomplete data;
  • require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
  • object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please contact GCHC.

If you believe that GCHC has not complied with your data protection rights please inform the Director of Operations who will then investigate.  If you are not satisfied with the outcome of the internal investigation you can complain to the Information Commissioner.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to GCHC during the recruitment process. However, if you do not provide the information, we will not be able to process your application.