This privacy notice tells you what to expect when Educator Solutions (a trading entity of Norfolk County Council) collects personal information through this Education Job Finder site. It applies to information we collect about:
- Visitors to the website
- People who use our services
- People who complain about any aspect of a service we provide
- Job applicants and our current and former staff
Under Data Protection legislation, we have a legal duty to protect any information we collect from you. We do not pass on your details to any third party unless you give us permission, we are legally obliged to do so or it is for the prevention or detection of crime or fraud. The exception to this is where we are processing applications for customer educational establishments (see below).
Visitors to our website
When someone visits www.educationjobfinder.org.uk, standard internet log information and details of visitor behaviour patterns are collected. This is done so we can identify such things as number of visitors to the website. This information is processed in a way that does not identify anyone. In this regard, we do not attempt to find out the identities of people visiting the website.
When a job application is initiated, you will be asked to enter personal data relevant to the post you are applying for and to help us communicate with you in relation to that application. Information provided in support of an application will only be used to process the application and to monitor recruitment statistics.
Where Education Job Finder is being used to recruit by a client educational establishment, your application will be available to them, without informing you beforehand, for the purposes of processing your application. In cases where information needs to be disclosed to a third party and where this directly relates to your application, for example when seeking a reference or obtaining any disclosures from the Disclosure and Barring Service, we will do so without informing you (beyond this statement).
Personal information held in the system about unsuccessful candidates will be retained for six months after the recruitment exercise has been completed, unless in the case where a migrant worker requires a permit, then the information will be kept for 12 months. It will then be destroyed or deleted. We may, however, retain statistical information about applicants to help inform our recruitment activities but individuals will not be able to be identified from this information.
Once a person has been appointed to a post in a client educational establishment, we expect that establishment to create a file containing information relating to the appointment. Where Educator Solutions provides HR services to that establishment, relevant information will also be retained by Educator Solutions for the purposes of creating employment documentation and payroll notification. Once employment has ended, or the client establishment ceases to use the services of Educator Solutions, the file will be retained for the timescale as detailed in our retention periods and then deleted or destroyed.
The privacy notice only applies to the Education Job Finder website and the candidate management system linked to the website. The notice ceases to apply when you leave the site. If you follow links to other organisations’ websites, even if you follow a link which we have provided, it is suggested you take the time to read the privacy notices on the websites you visit.
Data Protection Officer
Norfolk County Council appoints a Data Protection Officer who coordinates data protection across the Council and can be contacted by writing to:
The Data Protection Officer
Norfolk County Council
Norfolk Record Office
The Archive Centre
People who contact Educator Solutions
When you make an enquiry to Educator Solutions, your call, email or other methods you use to contact us may be monitored for audit purposes. If you are reporting an issue or asking for assistance then your personal details will also be taken. This information is used to contact you with further information or to pass on your details to the relevant service in order for your enquiry to be dealt with. Any emails you send to Educator Solutions may be monitored by us for reasons of security and compliance with any relevant internal or external policies or legislation.
We are happy to receive feedback in relation to our Education Job Finder site. Please share any feedback with us using [email protected]
People who make a complaint to us
Educator Solutions seeks to maintain the highest standards when collecting and using personal information, and therefore take any complaints regarding the collection and use of information very seriously. If you think that we have not dealt with your information properly or fairly or you feel you have been misled, you should contact us so we can look into this for you.
When we receive a complaint, we create a file containing the details of the complaint. This will also include the identity of the complainant and any other individuals involved in the complaint. The information we collect as a result of the complaint will only be used to deal with the complaint. In doing so, details of the complaint and your identifiable information may need to be shared with other relevant staff across the organisation and potentially with linked third parties (e.g. a recruiting school). If you do not wish to have your identity disclosed we will try and maintain your confidentiality but in some cases, for example, where you are questioning the accuracy of a record, it may not be possible to do so.
We will keep your personal information in our complaints file in line with our current retention periods. The information will be retained in a secure environment and access to it will be restricted to staff that need to know details of your case.
Should you wish to make a complaint you can do so by:
- e-mail to the Educator Solutions HR Services Manager at [email protected]; or
- writing to the Educator Solutions HR Services Manager, Floor 5, County Hall, Norwich, NR1 2DL
Access to your personal information
Norfolk County Council aims to be open in terms of giving people access to their information. Individuals can find out if we hold any personal information about them by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:
- Tell you what this is
- Tell you why we are holding it
- Tell you who it could be disclosed to
- Let you have a copy in a format that is easily accessible for you as the individual to whom it relates
To make a request for personal information you will need to put the request in writing to:
Information Compliance Team
In most circumstances we will not disclose your personal information without your consent. However we may need to share personal information with other organisations when we
- Investigate a complaint;
- Need to provide you with a service or your data is held for the purposes of providing an HR service to your employing organisation; or
- Have concerns over a safeguarding situation
Changes to this privacy notice
We keep this privacy notice under regular review. This notice was last updated in December 2017. This privacy notices does not list every reason for collecting personal information.
If you would like to ask why we collect particular pieces of information through Education Job Finder, please contact the Educator Solutions HR Services Manager, Floor 5, County Hall, Norwich, NR1 2DL.