We will need to keep certain special category personal information in relation to you which might be relevant to your employment, such as your:
-racial or ethnic origins
-religious or philosophical beliefs
-membership of a trade union
-physical or mental health (including details of any disability)
-details of any known disability
-commission or alleged commission of any offence, including the results of Disclosure and
-Barring Service (‘DBS’) checks
We use the special category personal information we hold about you for a number of different purposes, which we list below. Data protection law prohibits us from processing any special category personal information unless we can satisfy at least one of the conditions laid down by data protection law. We also set out below the specific conditions we rely upon when processing special category data.
We use the special category personal information we hold about you for the following reasons:
To monitor equality and diversity. In this case the condition we rely upon for processing the information is to monitor equality and diversity which is necessary for reasons of substantial public interest, namely for the purposes of identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people specified in relation to that category with a view to enabling such equality to be promoted or maintained.
We also use the special category personal information we hold about you for the following purposes:
-to comply with and demonstrate compliance with employment law and best practice and any other applicable laws
-to assess your fitness for work
-to make any reasonable adjustments to your role
In these cases, the conditions we rely upon for processing the information are because it is necessary for the purposes of carrying out the obligations and exercising specific rights in the field of employment law.
In cases where a claim has been brought against the Organisation or there is a potential risk of a legal dispute or claim we may need to process your special category personal information where it is necessary for the establishment, exercise or defence of legal claims.
There may be circumstances where we need to process your special category personal information, particularly relating to your health, where it is necessary to protect your interests (or someone else's interests) and you are not capable of giving your consent.
We envisage that we will hold information about criminal convictions. We will only collect information about criminal convictions as part of the recruitment process if it is appropriate given the nature of the role and where we are legally able to do so.
We will only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary for reasons of substantial public interest, namely, preventing or detecting unlawful acts, protecting the public against dishonesty, preventing fraud or suspicion of terrorism or money laundering.
Less commonly, we may use information relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public.