Privacy notice for staff and job applicants

Who this notice is for

People who apply to work for Changing Lanes, and our employees, workers and contractors (including tutors and instructors).

What we collect

• recruitment: CV, application, interview notes, references, the outcome;
• employment: contact details, job, contract, working pattern, pay, tax code, bank details for pay, pension, absence and leave;
• restricted records (a separate store with tighter access): National Insurance number, date of birth, home address, emergency contact, right-to-work check status and date, and where the role needs it a DBS check status and date;
• for driving and instructing roles: licence categories and expiry, Driver CPC and any instructor or assessor evidence;
• system records: your account, roles, multi-factor authentication enrolment and an audit trail of what you did in the platform.

We do not keep occupational health records in the platform (Q-022).

Why and on what basis

To recruit and employ you (steps before a contract; contract), pay you and meet tax, pension, right-to-work, health and safety and equality duties (legal obligation), keep learners safe (legal obligation; safeguarding checks under Schedule 1 to the Data Protection Act 2018), and protect the business and its systems (legitimate interests). Criminal record information is used only where the role requires a DBS check and only under the conditions in Schedule 1 to the Data Protection Act 2018.

Monitoring

The platform records what staff do with records (audit trail) so that we can show that learners' information is handled correctly. We do not monitor staff beyond this without telling you first.

Automated steps

We do not use automated tools to shortlist or reject job applicants. Payroll calculations are prepared by the platform and approved by a person.

How long

Unsuccessful job applicants: [to be confirmed: retention period for unsuccessful staff job applicants (not yet in the retention schedule — Q-055)], unless you agree to us keeping your details for future vacancies. Staff records, pay history and payroll: six years after employment ends (Data retention schedule). Contact our Data Protection Lead ([to be confirmed: Data Protection Lead (name or role holder)]) at [to be confirmed: privacy and data protection email address] or write to [to be confirmed: postal address for letters and rights requests]. You can also raise a concern through the Whistleblowing policy.

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