Privacy Notice

Data Controller: The National Gallery, Trafalgar Square, London WC2N 5DN (email: dataprotection@ng-london.org.uk)

Data Protection Officer: Email dataprotection@ng-london.org.uk

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

What information does the Gallery collect?

The Gallery 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;

* information about your current level of remuneration, including benefit entitlements;

* whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process;

* information to confirm your identity and address;

* information about your entitlement to work in the UK;

* information about criminal convictions and offences; and

* equal opportunities monitoring information, including information about your ethnic origin, marital status, gender, sexual orientation, disability and religion or belief.

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

The Gallery may also collect personal data about you from third parties, such as references supplied by former employers and information from criminal records checks. The organisation will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so. Occasionally, for some senior roles, we may seek to do reference checks before final interview and this will only be with the applicant's permission.

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 Gallery process personal data?

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

The Gallery may process information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment, however applicants providing this data do so on a voluntary basis.

The Gallery processes other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, for equal opportunities monitoring purposes, however applicants providing this data do so on a voluntary basis.

The Gallery is obliged to seek information about criminal convictions and offences because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment. This is for the purpose of meeting the Government's Baseline Standard security vetting process, imposed due to the value of the Gallery's collection.

If your application is unsuccessful, the Gallery may keep your personal data on file for a maximum of 2 years in case there are future employment opportunities for which you may be suited. At the end of the 2 year period your data will deleted, but you are free to change your preferences in advance of this at any time.

Who has access to data?

Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR team, assessors and interviewers involved in the recruitment process and recruiting managers in the business area with a vacancy.

The Gallery will not actively 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 and the Disclosure and Barring Service to obtain necessary criminal records checks. The Gallery will, however, keep your record on a confidential system which is maintained by a third party, bound by a contract to carry out any data processing operations in compliance with data protection legislation.

The Gallery will share your data where we are legally obliged to do so, such as information obtained to confirm your identity being held during the recruitment process only (e.g. to authorised agencies such as the police).

The Gallery will not transfer your data outside the European Economic Area.

How does the Gallery protect data?

The Gallery 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.

Where the Gallery engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to operate technical and organisational measures to ensure the security of data.

For how long does the Gallery keep data?

If your application is unsuccessful, the Gallery may keep your personal data on file for a maximum of 2 years in case there are future employment opportunities for which you may be suited. At the end of the 2 year period your data will deleted, but you are free to change your preferences in advance of this at any time.

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.

If your application is unsuccessful any data obtained during the interview process will be securely destroyed once an appointment has been made (e.g. information to confirm your identity and address).

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 Gallery to change incorrect or incomplete data;

* require the Gallery to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and

* object to the processing of your data where the Gallery is relying on its legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please contact the Gallery's Data Protection Officer (email: dataprotection@ng-london.org.uk)

If you believe that the Gallery has not complied with your data protection rights, you can complain to the Information Commissioner (www.ico.org.uk), which oversees the protection of personal information in the UK.

What if you do not provide personal data?

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

Automated decision-making

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

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