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Recruitment Privacy Policy

Last updated: 2 July 2018

Purpose of this policy

We are committed to protecting your personal information and being transparent about what information we hold about you.

The Watershed Group of companies (Watershed) – listed below – employ people in a number of roles across the organisation, and on various projects that we manage.

Using personal information within the recruitment process allows us to manage the recruitment process, assess applicant’s suitability for the role they are applying for, confirm a candidate's suitability for employment and decide who to hire.

The purpose of this policy is to give you a clear explanation about how Watershed collects and processes your information within the recruitment process.

We use your information in accordance with all applicable laws concerning the protection of personal information. This policy explains:

Who we are

Based in Bristol city centre our venue houses 3 cinemas, the Pervasive Media Studio, a café & bar and events spaces. Watershed develops cultural engagement, imagination and talent, in the belief that the route to better futures is open, disruptive and co-produced. With our audiences and participation at the heart of our organisation we produce and present original ideas and content and curate a diverse programme of talent development, cinema exhibition, events and festivals.

The Watershed group of companies consists of:

  • Watershed Arts Trust Limited
    A company registered in England & Wales with no. 01608779 and a registered charity with no. 284188. VAT number 916 2531 38.
  • Watershed Trading Limited
    A company registered in England & Wales with no. 01621620.
  • Watershed Ventures CIC
    A community interest company registered in England & Wales with no. 06097013.

The registered offices of all three companies is 1 Canons Road, Harbourside, Bristol BS1 5TX United Kingdom, which is our main trading address.

When do we collect information from you?

We collect your information when you apply for a job at Watershed by either filling out an online, electronic or paper application form

What information do we collect about you?

The personal data we collect about you varies depending on the role you are applying for.

We may collect:

  • Title
  • First Name and Surname
  • Email address
  • Address
  • Postcode
  • Contact phone numbers

Employment History

  • Employer name
  • Position
  • Current / leaving salary
  • Date Started
  • Leaving date
  • Reasons for leaving
  • Nature of duties

Education and Qualifications

  • Details of education history
  • Details of any qualification
  • Training
  • Statement in Support of Application

References

  • Referee Name
  • Referee Address
  • Referee Phone
  • Referee Job Title
  • Referee Company
  • Referee Email

We may also collect information about any access requirements shortlisted applicants may have to ensure their access needs are met during the interview process. This information in no way is a factor in decision making.

Not providing information

You are under no statutory or contractual obligation to provide data to Watershed during the recruitment process. However, if you do not provide the information, Watershed may not be able to process your application properly or at all.

Why we collect your personal information and how we use it

Watershed needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you.

In some cases, Watershed needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.

Watershed has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows Watershed to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide who to hire. Watershed may also need to process data from job applicants to respond to and defend against legal claims.

Watershed may also collect information about any access requirements shortlisted applicants may have to ensure their access needs are met during the interview process.

For some roles, Watershed is obliged to seek information about criminal convictions and offences. Where Watershed seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.

Within the recruitment process we also collect information about ethnic origin, age, sexual orientation religion or belief via an anonymous form. This information is collected to monitor recruitment statistics and is completely anonymised.

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

Recruitment processes are not based solely on automated decision-making.

Who do we share your information with?

Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR Department, the Department or employed staff relating to the purpose of the potential employment, interviewers involved in the recruitment process, and IT staff if access to the data is necessary for the performance of their roles. We limit internal access to your personal data to only those who require it, follow strict data security processes and provide all our staff with Data Protection and Information Security training.

Watershed will not share your data with third parties, except:

  • If your application for employment is successful and it makes you an offer of employment. Watershed will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.
  • If you apply using our online form, this is processed through a third party system called Typeform (any data processed by companies on behalf of Watershed is subject to a data processing agreement which ensure your data rights are maintained, and your data remains secure at all times)

Data control

Watershed is the data controller for all data we collect and store.

We collect personal information through a number of different ways when you choose to apply for a role at Watershed, all of which are subject to strict data security processes to ensure your personal information is kept safe at all times.

In addition we use the following data processors to enable us to collect, process and securely store the data we obtain.

  • We use Typeform to facilitate applications online

Typeform is based in the EU and complies with the GDPR framework as set forth by the EU regarding the collection, use, and retention of personal data from EU member countries.

Any data processed on behalf of Watershed is processed only to the extent required by them to perform the services that Watershed requests. Any use for other purposes is strictly prohibited within a data sharing agreement between us and the provider. Furthermore, any data that is processed by third parties must be processed within the terms of this policy and in accordance with the General Data Protection Regulation 2018.

How do we protect your information?

Watershed is committed to ensuring your personal information is secure at all times. We store and process your personal data securely using suitable physical, electronic and operational procedures to safeguard and secure all personal information. We will ensure that any third parties we use for processing your personal data do the same. We limit internal access to your personal data to only those who require it, and provide all our staff with Data Protection and Information Security training. We ensure that high standards of security and protection are met by abiding by our Data Protection Policies and Procedures.

Your data may be transferred outside of the European Economic Area (EEA) when being processed through Typeform. Countries outside the EEA have weaker data protection laws than that of the EEA and as such we only use organisations who are a part of the EU privacy shield initiative to handle your personal information, therefore ensuring your data rights are maintained. More details on this certification can be found at www.privacyshield.gov/welcome.

We will only retain information for as long as necessary. Records are maintained in line with our retention schedule which determines the length of time records should be kept. We are bound by law to retain certain personnel records, and these circumstances override our other retention periods.

  • If your application for employment is unsuccessful, we will hold your data on file for six months after the end of the relevant recruitment process, this is to be able to respond to any queries relating to unsuccessful applications. This is in addition to the time needed to contact unsuccessful applicants following interviews. At the end of that period (or if you withdraw your consent), your data is deleted or destroyed.
  • If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice. You have the right to request we remove the information we store about you. Please contact us, and we will be happy to arrange this for you if you want us to.

Your rights and how to contact us

You should find it easy to access and amend the personal information that we hold on you, or request that we stop contacting you. It’s your data and we want to make sure you feel in control of it.

You have a number of rights in relation to your personal data. These include the right to:

  • find out how we process your personal data;
  • request that your personal data is corrected if you believe it is incorrect or inaccurate;
  • obtain restriction on our, or object to, processing of your personal data;
  • ask us not to process your personal data for our own marketing purposes;
  • withdraw your consent to our processing of your personal data; and
  • At any time you have the right to ask Watershed to amend or stop how it uses your personal information including for marketing purposes.

You can contact us by phoning, emailing, or writing using our contact details below.

You have the right to request details of what information we hold about you. We will take steps to verify your identity before responding to your request and will then respond as soon as possible but no later than within a month. Please send a description of the information you would like to see, together with proof of your identity to datacontroller@watershed.co.uk

You have the right to get information held about you by us corrected. If you have any concerns about the accuracy of your personal data, please let us know using the contact details below.

At the end of your relationship with us you can ask us to delete your personal data and we will do so as far as we are reasonably able and subject to our legal requirements to retain such data. You can also request that we provide you with written confirmation of the deletion of your personal data, which we will provide if we have deleted that data and can provide evidence of this.

You have the right to lodge a complaint with the supervisory authority, The Information Commissioner’s Office – www.ico.org.uk
If you would like to exercise any of your rights outlined in this policy or have any concerns or questions about the way in which Watershed handles your personal data, please contact us

Watershed
1 Canons Road
Harbourside
Bristol BS1 5TX
United Kingdom
Email: datacontroller@watershed.co.uk
Telephone: 0117 927 6444