Freelance ASM Book Covers

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SHEFFIELD THEATRES VACANCY PRIVACY STATEMENT

The following explains how we, Sheffield Theatres, intend to use the information you provide in your application, along with your rights, our reasons for requesting it and who will have access to it.

IRIS RECRUITMENT CANDIDATES

As defined by the Data Protection Act 2018 (DPA) (UK GDPR) and the EU GDPR, Sheffield Theatres Trust, 55 Norfolk Street, Sheffield, S1 1DA, is the Data Controller and ultimately responsible for ensuring the data you provide is kept secure, processed correctly and that you understand your legal rights in relation to the data you provide. As part of our Data Controller responsibilities we have an assigned Data Protection Officer (or equivalent). Caroline Laurent, our DPO, can be contacted on c.laurent@sheffieldtheatres.co.uk.
 

The recruitment software we use via this website is supplied by Net-Worx (2001) Ltd (trading as networx) and they are defined as a Data Processor under the Data Protection Act 2018 (DPA) (UK GDPR) and the EU GDPR. They will only process your data in accordance with our instructions. networx can be contacted at: The Engine House, Wharfebank Business Centre, Ilkley Rd, Otley LS21 3JP. The Data Protection Officer for networx is Rob Baker and can be contacted at dpo@networxrecruitment.com.

WHAT INFORMATION DO WE COLLECT FROM YOU? 
Sheffield Theatres Trust collects a range of information about you. This includes:

• Your name, address and contact details, including email address and telephone number(s)
• Details of your qualifications, skills, experience and employment history through your application files
• Whether or not you have a disability and any access requirements for which the organisation needs to make reasonable adjustments during the recruitment process
• Information about your ethnic origin, sexual orientation, age, gender, sex, gender assigned at birth, whether you identify as neurodivergent and whether or not you have a disability or long term health condition for equal opportunity monitoring purposes
• Information about your entitlement to work in the UK

Sheffield Theatres Trust may collect this information in a variety of ways. For example, data might be contained in application forms, cover letters, CVs or resumes, digital applications such as video/ audio application methods, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

Sheffield Theatres Trust may contract trusted third parties to perform background check procedures on job candidates, such as references supplied by employers/academic staff/personal referees. We will seek information from third parties either after interview, if you are still being considered for the position to support the decision making process, or after you have been offered the job. We will inform you beforehand that we are doing so.

Data will be stored in a range of different places, including the recruitment portal and the job file on our IT systems.

WHY DO WE COLLECT THIS INFORMATION AND WHO DO WE SHARE IT WITH? 

Details you provide in this application will be:

• Held on our computer systems and may be downloaded by us
• Used to deal with your application
• Made available to us and our processors
• Used for communication with you regarding the vacancy
• Used to satisfy legal requirements
• Used for statistical analysis
• May be used to contact you about other vacancies

We need to process data prior to and in the case of entering a contract with you. In some cases, we need to process data to ensure that we are complying with our legal obligations, such as checking a successful applicant's eligibility to work in the UK before starting employment. Sheffield Theatres Trust 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 us to manage the recruitment process, assess and confirm an applicant's suitability for employment and decide on which applicant to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims, such as discrimination claims.

Sheffield Theatres Trust processes special categories of data, including ethnic origin, sexual orientation, age, gender, sex, gender assigned at birth, whether you identify as neurodivergent, whether or not you have a disability or long term health condition and information regarding your socio-economic background for equal opportunity monitoring purposes. We will also collect data about whether or not an applicant is disabled in order to make reasonable adjustments during the recruitment process. We process such information to fulfil our obligations and exercise specific rights in relation to employment.

Sheffield Theatres Trust has a mailing list that the People Team has access to and allows the organisation to email those that have willingly signed up to receive notifications of all new vacancies. You can email recruitment@sheffieldtheatres.co.uk at any time to be removed from the list. Please include your name and email address when doing so. Your information will be stored on our database until you request your removal.

WHO HAS ACCESS TO THE DATA? 

Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the People/Recruitment team, the shortlisting and interviewing panel involved in the recruitment process and managers of the department that the vacancy is in. We may, at times, have external board members or participants at Sheffield Theatres joining our panels. In these instances, they will be asked to sign a confidentiality agreement prior to accessing any data.

We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. At this time, we will, with your consent, share your name and employment details with your named referees in order to seek a reference from former employers/academic staff/personal referees.

HOW DOES SHEFFIELD THEATRE PROTECT DATA?

We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidently destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

HOW LONG DOES SHEFFIELD THEATRE KEEP THE DATA?

If your application is unsuccessful, Sheffield Theatres Trust may keep your personal data on file in case there are future employment opportunities for which you may be suited for up to six months after the successful applicant has started in the role. We will ask for your consent before keeping your data for this purpose and you are free to withdraw your consent at any time.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your electronic HR file and retained during your employment. The periods for which your data will be held will be provided to you in an internal privacy policy.

AUTO DECLINE

We may use some automated screening tools as part of the application process. The answers you provide to one or more of the questions (excluding any special categories/equal opportunity questions) may result in your application being automatically declined. This technology is used to help us manage the high volume of applications we receive and can assure applicants the same outcome would occur if we manually reviewed your application.

The reason for the decline will be made available to you in your candidate account.

BACKGROUND CHECKS

If you are successful through the application stage, as part of our pre-employment checks, we will perform a number of background checks. We use the following providers to handle your data in order to complete the checks on our behalf:

• https://www.experian.co.uk/
• https://www.ucheck.co.uk/

For information on their privacy policies, please visit their websites.

CASCADE

If you are successfully recruited, we will upload your details to our HR system, Cascade. As a member of staff you will sign a contract of employment/terms and conditions of engagement and agree to additional terms on how your data is handled and stored.

YOUR RIGHTS AS A DATA SUBJECT

We are dedicated to providing reasonable access to visitors who wish to review the personal information retained when they apply via our website and correct any inaccuracies it may contain. If you choose to register, you may access your profile, correct and update your details, or withdraw your details at any time.

To do this, you can access your personal profile by using the secure login. In all cases we will treat requests to access information or change information in accordance with applicable legal requirements.

You have the following rights in relation to the way in which we deal with your personal data:

• Access and obtain a copy of your data on request
• Require the organisation to change incorrect, incomplete or out of date data
• Require the organisation to delete or stop processing your data, e.g. where the data is no longer necessary for the purpose of processing
• The right of data portability (to obtain and reuse your personal data)
• To object to the processing of your data where Sheffield Theatres is relying on its legitimate interests as the legal ground for processing
• You have the right to ask for a copy of the information we hold about you (Subject Access Request - S.A.R)
• If you would like to exercise any of these rights, please contact the HR team at hr@sheffieldtheatres.co.uk

Within your candidate account, you can also use the Download Data feature to generate an XML file of the current data we hold on you that you have provided and/or have access to within the account.

Where you exercise your right to object or withdraw your consent we may process your personal data without your knowledge or consent where we are permitted or required by law or regulatory requirements to do so. In such a case, we will not process more personal data than is required under the circumstances.

If you are not satisfied by our actions, you can seek recourse through our internal complaints procedure. If you remain dissatisfied, you have the right to refer the matter to the Information Commissioner (www.ico.org.uk) or seek recourse through the courts.

WHAT IF YOU DO NOT PROVIDE PERSONAL DATA

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