Home > Access to information > Privacy Notice > Recruitment privacy notice

Recruitment privacy notice

This privacy notice relates to recruitment and job applications.

The Chief Constable of North Yorkshire Police is committed to protecting your personal information.

This Privacy Notice contains important information about what personal details we collect; what we do with that information; who we may share it with and why; and your choices and rights when it comes to the personal information you have given to us.

We may need to make changes to our Privacy Notice, so please check our website for updates from time to time. If there are important changes such as changes to where your personal data will be processed, we may need to contact you to let you know.

Who we are?

This Privacy Notice is provided to you by the Chief Constable of North Yorkshire Police who is the data controller of this data.

Your personal data – what is it?

Personal data” is any information about a living individual which allows them to be identified.  Identification can be directly using the data itself, or by combining it with other information which helps to identify a living individual. The processing of personal data is governed by legislation relating to personal data which applies in the United Kingdom including the General Data Protection Regulation (the “GDPR”) and the Data Protection Act 2018, and other legislation relating to personal data and rights, such as the Human Rights Act.

The data we may collect about you:

Personal Data that we may collect includes:

  • Name, address and any other contact details such as email address and telephone numbers;
  • National Insurance Number;
  • Previous employment history, references and educational history;
  • Details of your work experience provided by you in the form of examples to support your application;
  • Sickness Absence History;
  • Gender;
  • Passport/Visa details; and
  • Health and Disability.

We may also collect and process criminal conviction data, including unspent convictions or alleged criminal behaviour data for our administrative functions, namely recruitment. We will only use such information when the law allows us to do so, for instance when it is necessary for us to comply with the law, or when it is in the substantial public interest.

Special category personal data may include personal data revealing:

  • Racial or ethnic origin;
  • Political opinions;
  • Religious or philosophical beliefs;
  • Trade Union membership;
  • Physical or mental health;
  • Sex life or orientation;
  • Genetic or biometric data.

North Yorkshire Police will use the minimum amount of personal information necessary to carry out a particular activity.

Police Constable Recruitment Process

Where you have provided your personal data to us for the purposes of the police constable recruitment process, your data, including biographical monitoring information, will be shared with the College of Policing. It will be stored on their secure network or within their Assessment Information Management System (AIMS).

From this information, your name, email address and candidate reference number will be uploaded to the new online assessment platform for constable recruitment and shared with the third party provider hosting the system in order to progress your application virtually.

Where do we obtain data from?

We collect personal data about you throughout the recruitment process. The information is obtained either directly from you, for instance that provided through the recruitment tool as part of you initial application, or from an employment agency or background check provider.

If you apply for a role through an agency, this data is stored online through a secure portal. The information stored is your CV only, until we want to make an offer to a candidate, at which point we are sent personal information from the Consultant. This information is then entered into our HR System. Once filed, this log is closed/ archived and we can no longer view the information.

Why do we use your information?

We may process your data to enable us to carry out functions relating to the internal and external recruitment processes which may involve all or some of the following stages:

  • Expression of Interest;
  • Application;
  • Shortlisting;
  • Assessment;
  • Structured Interview;

We may also use your data to assess your qualifications for a particular job or task, including your suitability for promotion.

What is the legal basis for processing your personal data?

The Chief Constable of North Yorkshire Police may process personal data for the following reasons:

  • The performance of a contract with you, in order to assist you with your desire to work with North Yorkshire Police or the Police and Crime Commissioner;
  • To meet a legal obligation, for example to ensure you have the right to live and work in the United Kingdom;
  • To allow us to perform our public task of providing a Police Force in the interest of the public.

We may process special category personal data with your explicit consent, provided for instance in regards to your medical records so that we can process your application or use the information to make reasonable adjustments for you if your application is successful.

The Data Controller will comply with data protection law. This says that the personal data we hold about you must be:

  • Used lawfully, fairly and in a transparent way;
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
  • Relevant to the purposes we have told you about and limited only to those purposes;
  • Accurate and kept up to date;
  • Kept only as long as is necessary for the purposes we have told you about;
  • Kept and destroyed securely, including ensuring that appropriate technical and security measures are in place to protect your personal data and to protect personal data from loss, misuse, unauthorised access and disclosure.

Sharing your personal data:

We may share your personal data internally with relevant departments for the purpose of fulfilling one or more of the above stated legal bases. We may also engage the services of other agencies to meet legal requirements, or fulfil another lawful basis. For instance, we may share your data including protected characteristic data with an Apprentice Scheme or Training provider, such as the Open University, who require such information to delivery your training and manage your recruitment. Once in receipt of the data, the Apprentice Scheme or Training provider will also use your personal data in connection with your studies, for instance to set up an online learning account, or with your health and safety whilst you are on the programme.

Where we have arrangements to share your personal data, there is a contract, memorandum of understanding or information sharing agreement in place to ensure that the requirements of the Data Protection legislation on handling personal information are met. Where we are required to disclose information by law, for example for safeguarding purposes, we may do so without these arrangements.

We engage with third party processors who handle some, or all, of the above mentioned information on our instruction.

NYP will take steps to ensure any disclosures of personal data are necessary and proportionate, as required by law. Whenever we share your personal information, sharing options will be evaluated to ensure that your data is shared in the most secure manner.

How do we keep your personal information secure?

We are committed to ensuring that your personal data is safe and processed securely. In order to prevent your personal data from being accidentally lost, used or accessed in an unauthorised manner, altered or disclosed, we have put in place suitable physical, electronic and managerial measures. These include information security awareness training for our staff. We have also compiled procedures to safeguard and secure the information that we hold about you which our staff adhere to.

We limit the access to your personal information to those employees who have a business need to know, for instance through secure work areas and access controls on all of our systems. Employees, contractors and other third parties who handle personal data will only process your personal information in line with our direct instructions.

How long do we keep your personal information?

North Yorkshire Police keeps your personal information as long as is necessary for the particular purpose, or purposes, for which it is held.

Records that contain your personal information processed for “general data” purposes will be managed in accordance with the Force’s Retention Schedule.

Your rights and personal data:

A key area of change in the new Data Protection Act relates to individuals’ rights. The law refreshes existing rights by clarifying and extending them and introduces new rights.

However your information rights will be dependent on the reason why the data was collected, how the data was collected and why it is being used.

Further information about your rights can be found on the Your Data Rights page.

Further processing:

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, we may provide you with a new notice explaining this new use and setting out the relevant purposes and processing conditions, prior to commencing the processing.  We will seek your prior consent to the new processing if this is appropriate.

Contact details:

Details as to how we can be contacted as well as how you can submit a complaint is available on our website: https://northyorkshire.police.uk/access-to-information/data-protection/


This version of our Privacy Notice was last updated on 18 May 2020.