Privacy Statement for job applicants, current and former Libraries NI employees

​Privacy Notice for Human Resources​:


Job applicants, current and former Libraries NI employees 

Libraries NI is the data controller for the information you provide during the recruitment and selection process unless otherwise stated. If you have any queries about the process or how we handle your information please contact LNIHRQueries@librariesni.org.uk​

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

All of the information you provide during the recruitment and selection process will only be used for the purpose of processing your application; will form the basis of your employment record if appointed, or to fulfil legal or regulatory requirements if necessary.

Libraries NI will not share any of the information you provide during the recruitment and selection 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 and will not be retained for longer than necessary.

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.

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 for longer than necessary.

Libraries NI will only ask for the information we need to fulfil the purposes stated above. The information we ask for is used to access your suitability for employment. You do not have to provide what we ask for but it might affect your application if you don’t.


Who will have access to the information you provide to us? 

The information you provide will be available to members of Libraries NI Human Resources team. Selection panel members will have access to your information for shortlisting and interview purposes. Members of our Human Resources team or the selection panel will not have access to your equality monitoring data if you have provided it.


How we make decisions about recruitment

Selection panel members will make the final recruitment decision. All of the information gathered during the recruitment and selection process is taken into account with the exception of equality monitoring information which is not accessible to selection panel members.

You are able to ask about decisions made about your application by speaking to your contact within our Human Resources team or by emailing LNIHRQueries@librariesni.org.uk

All applicants are provided with guidance notes for completing their application form, which includes more information about how we process the information you provide.

How long is recruitment information held? 

The information you have provided will be retained for four years following the closure of the recruitment campaign.  However information you provide during any stage of the process to support Eligibility to Work in the UK requirements will be destroyed immediately following the campaign if you are unsuccessful. If you are successful your application form will be retained as part of your employment record.

Equality Monitoring information is retained for four years from the closure of the recruitment campaign, whether you are successful or not.
 

How long is the information held for current and former employees? 

The information you provide during the recruitment and selection process will be retained as part of your employment record for the duration of your employment plus six years following the end of your employment. This includes your health declaration, Eligibility to Work in the UK, qualifications, references and AccessNI application reference.


Does my data be shared with third parties? 

During your employment we may share your personal data with third parties in order to adhere to legal obligations to fulfil requirements under the terms and conditions of the contract of employment e.g. Northern Ireland Local Government Officers Superannuation Committee (NILGOSC) for the purpose of administrating your pension, Occupational Health in the event you are required to attend during your term of employment, Trade Unions as recognised by Libraries NI, AccessNI, Libraries NI Legal Service, government agencies.  Your personal data will be shared with HMRC for the purposes of administering salary.  Information provided to third parties will be retained in accordance with Libraries NI Records Management Procedures.
 


View Libraries NI Privacy Statement​

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