Data protection privacy notice
This notice explains what personal data (information) we will hold about you, how we collect it, and how we will use and may share information about you during the application process. We are required to notify you of this information, under data protection legislation. Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other
similar notice we may provide to you from time to time when we collect or process personal information about you.
Who collects the information
Trinity (Estates) Property Management Company Limited (‘Company’) is a ‘data controller’ and gathers and uses certain information about you.
Data protection principles
We will comply with the data protection principles when gathering and using personal information, as set out in our data protection policy.
About the information we collect and hold
We may collect the following information up to and including the shortlisting stage of the recruitment process:
Your name and contact details (i.e. address, home and mobile phone numbers, email address);
Details of your qualifications, experience, employment history (including job titles, salary and working hours) and interests;
Your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs;
Information regarding your criminal record (if any);
Details of your referees.
We may collect the following information after the shortlisting stage, and before making a final decision to recruit:
Information about your previous academic and/or employment history, including details of any conduct, grievance or performance issues, appraisals, time and attendance, from references obtained about you from previous employers and/or education providers;
Information regarding your academic and/or professional qualifications;
Information regarding your criminal record, in criminal records certificates (CRCs) and enhanced criminal records certificates (ECRCs);
Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information;
A copy of your driving licence.
You are required (by law or in order to enter into your contract of employment) to provide the categories of information marked ‘☐’ above to us to enable us to verify your right to work and suitability for the position.
How we collect the information and how long we keep your information?
We may collect this information from you, your referees (details of whom you will have provided), your education provider, any relevant professional body, the Disclosure and Barring Service (DBS) and the Home Office.
We keep your information during the recruitment process. In the event you are successful in your application then you will become an employee and the employment privacy notice, and any other employment related terms and conditions will apply as appropriate.
In the event you are unsuccessful in your application we may retain your details on file subject to your prior consent, in order we can contact you should any other suitable roles arise. We will retain your information for no longer than is necessary for the purposes for which the personal information is processed.
Why we collect the information and how we use it
We will typically collect and use this information for the following purposes (other purposes that may also apply are explained in our data protection policy:
to take steps to enter into a contract;
for compliance with a legal obligation (e.g. our obligation to check that you are eligible to work in the United Kingdom); and
for the purposes of our legitimate interests, but only if these are not overridden by your interests, rights or freedoms.
We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.
How we may share the information
We may also need to share some of the above categories of personal information with other parties, such as HR consultants and professional advisers. Usually, information will be anonymised, but this may not always be possible. The recipient of the information will be bound by confidentiality obligations. We may also be required to share some personal information with our regulators as required to comply with the law.
Sensitive personal information and criminal records information
Further details on how we handle sensitive personal information and information relating to criminal convictions and offences are set out in our data protection policy which is available from the HR department.
Your rights to correct and access your information and to ask for it to be erased
Please contact email@example.com if, (in accordance with applicable law) you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice.
You also have the right to ask for some but not all of the information we hold and process to be erased (the 'right to be forgotten') in certain circumstances and can contact Trinity by email (as per the details above) should you have any queries in this regard.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How to complain
We hope that our Legal Department can resolve any query or concern you raise about our use of your information. If not, contact the Information Commissioner at ico.org.uk/concerns or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.