Privacy Notice for Applicants

Data Controller: Assistant Chief Officer – Resources, Gwent Police, Police HQ, Croesyceiliog, Cwmbran NP44 2XJ

Data Protection Officer: Data Protection Officer, Gwent Police, Police HQ, Croesyceiliog, Cwmbran NP44 2XJ

As part of any recruitment process, the organisation collects and processes personal data relating to job applicants. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does the organisation 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 qualifications, skills, experience and employment history;
  • whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process;
  • information about your entitlement to work in the UK; and
  • equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health, and religion or belief.
  • Biometric data such as fingerprints and drug testing

The organisation collects this information in a variety of ways. For example, data might be contained in application forms, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests.

The organisation will also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers, drug testing and information from vetting and criminal records checks. [The organisation will seek information from third parties only once you have passed the interview process, and where applicable the assessment centre process and will inform you that it is 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 does the organisation process personal data?

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

In some cases, the organisation 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.

The organisation 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 the organisation to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. The organisation may also need to process data from job applicants to respond to and defend against legal claims.

Where the organisation relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of employees or workers and has concluded that they are not.

The organisation processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.  It also processes information to check that an applicant is fit to undertake the intrinsic functions of the role applied for. 

Where the organisation processes other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes.

As part of the application process you will be required to undertake a vetting check, commensurate with the role you are applying for.

We will conduct checks on you in line with the College of Policing, Vetting Approved Professional Practice and depending on the vetting clearance level required for your role we may ask you to provide; your personal details as well as details of your partner, any children over the age of 10 years, your parents, siblings and co-residents.

Depending on your role we may carry out checks for any previous criminal convictions or local intelligence, a search of the Police National Database, open source checks and credit reference agency checks. For applicants who have previously been employed by other Police Forces or in the Armed Forces, we may ask for a copy of your complaints and discipline record.

The organisation 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 will be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, staff and managers involved in the recruitment process, professional standards department, and where applicable, occupational health staff, operational safety training staff and staff from the Shared Resource Service who provide IT access to systems to successful applicants.

The organisation will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The organisation will then share your data with former employers to obtain references for you.

If your role requires wider government vetting we may provide your email address and other personal information such as your name, date of birth and passport number to United Kingdom Security Vetting who will contact you to complete the appropriate vetting application, UKSV will be the data controller for any additional information you provide to them.

The organisation will not transfer your recruitment application data outside the European Economic Area.

Gwent Police undertakes the recruitment process on behalf of the Office of the Police and Crime Commissioner for Gwent Police (OPCC).  As such, your personal data will be shared between both organisations.  Your personal data will be processed on behalf of the OPCC in the same way as that of a Gwent Police employee; therefore the information contained within this privacy notice will apply.  For further information on the OPCC and their Data Protection Officer, please visit their website.

How does the organisation protect data?

The organisation takes the security of your data seriously. It has 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 the organisation keep data?

If your application for employment is unsuccessful, the organisation will hold your data on file for 1 year 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.

Vetting records will be retained in line with the National Police Chiefs Council Guidance on the minimum standards for the retention and disposal of police records. These are:

Successful applicants – until 6 years after leaving or 1 year after death.

Vetting refusals – 6 years

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 privacy notice for employees.

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;
  • object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing; and
  • ask the organisation to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the organisation's legitimate grounds for processing data.

If you would like to exercise any of these rights, please contact the Central Recruitment team via [email protected] . You can make a subject access request by completing the form available on Data Protection.

If you believe that the organisation has not complied with your data protection rights, 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 the organisation during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all.

You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.

Automated decision-making

Some of the organisation's recruitment processes are based partly on automated decision-making, such as the initial eligibility criteria for police constable applications.