CV and Supporting statement

1. Your personal data – what is it?

Personal data means any information which relates to you or identifies you as an individual.

2. What type of personal information do we collect?

We collect a range of information about you.  This includes:

• Your name, address and contact details, including e-mail address and telephone number
• Details of your qualifications, skills, experience and employment history
• Information about your current salary and benefits
• Whether or not you have a disability for which ISHA needs to make reasonable adjustments during the recruitment process
• Information about your entitlement to work in the UK
• Whether you are related to any ISHA employees or board members

We may collect this information in a variety of ways.  This could be from application forms, CVs, Identity documents such as passports or collected through interviews or other forms of assessment including on-line assessments/tests.

We may also collect personal information about you from third parties.  This will only be once a job offer has been made to you and we will inform you that we are doing so.  This includes references from previous employers and information from criminal records checks.

Your data will be stored in a range of different places including on your application file, in HR management systems and on other IT systems (including e-mail)

3. Who are we?

ISHA is the data controller (contact details below).  This means it decides how your personal data is used and for what purposes.

4. How do we use your personal data?

As part of any recruitment process, Islington and Shoreditch Housing Association (ISHA) collects and processes personal data relating to job applicants.  We are committed to doing so transparently and fairly and to treat your information with the utmost care and confidentiality to meet our data protection obligations.

ISHA complies with its obligations under Data Protection legislation by keeping personal information up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal information from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal information.

5. What is the legal basis for processing your personal data?

• We use your personal data to take steps at your request before entering into a contract with you. We may also need to process your data to enter into a contract with you.
• In some cases we need to process your data to make sure we are complying with our legal obligations. For example we are required to check that successful applicants are eligible to work in the UK before employment starts
• We have a legitimate interest in processing personal data during the recruitment process and keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidates suitability for employment and decide who to offer a job to.  We may also need to process data from job applicants to respond to and defend against legal claims
• We may process special categories of data such as information about ethnic origin, sexual orientation or religion or belief to monitor recruitment statistics. We may collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability.  We process such information to carry out our obligations and exercise specific rights in relation to employment.
• For some roles we seek information about criminal convictions and offences. Where we do so it is because it is necessary to carry out our obligations and exercise specific rights in relation to employment.
• If your application is unsuccessful we may keep your personal data on file in case there are future employment opportunities for which you may be suited. We will ask for your consent before we keep your data for this purpose and you are free to withdraw your consent at any time.

 6. Sharing your personal data

Your information may be shared internally for the purposes of the recruitment exercise.  This includes members of the HR team, interviewer involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance on their role.

We will not share your information with a third party unless your application for employment is successful and we make you an offer of employment.  We will then share your data with former employers and referees to obtain references for you and if your role requires it the Disclosure and Barring Service to obtain necessary criminal records checks.  We will not transfer your data outside the European Union.

7. How do we keep your information safe

We understand the importance of security of your personal information and take appropriate steps to safeguard it.  We have internal polices and controls in place to make sure 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. All staff who have access to your data are trained in how to use your information in a secure and sensitive way.  All paper copies of recruitment packs are kept in locked cabinets when not in use.  Information on e-mails and in data bases are password protected.  We regularly review our IT provision to make ensure security and that we have is fit for purpose.

8. How long do we keep your personal data?
If your application for employment is unsuccessful we will hold you data on file for one year after the end of the relevant recruitment process. At the end of that period your data is deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personal 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 which is stored in the staff handbook

9. Your rights and your personal data

Unless subject to an exemption under data protection legislation, you have the following rights with respect to your personal data:

• The right to request a copy of your personal data which ISHA holds about you;
• The right to request that ISHA corrects any personal data if it is found to be incorrect or incomplete;
• Require ISHA to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
• Object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing
• Where we rely on your consent as your legal basis to process your personal data, you have the right to withdraw your consent and ask for your data to be deleted or restrict/object to some elements of the processing. As we explain above we will not rely on consent in many cases.
• The right to lodge a complaint with the Information Commissioners Office.

10. Further processing

If we wish to use your personal data for a new purpose, not covered by this Privacy Statement, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

11. What if you do not provide personal data?

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

12. Automated decision making

Recruitment processes are not based solely on automated decision-making

13. Who do you contact?

To exercise all relevant rights, queries of complaints please in the first instance contact ISHA at [email protected] or at 0300 131 7300.

14. How can you complain?

If you are not happy with the way your information is being handled, or with the response received from us you can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

ISLINGTON & SHOREDITCH HOUSING ASSOCIATION EQUALITY AND DIVERSITY STATEMENT

Islington and Shoreditch Housing Association (ISHA) and Lien Viet Housing Association (LVHA) work in a multi-cultural and diverse society and uphold that no person should suffer disadvantage by reason of their race, colour, ethnic origin, religion, gender, sexuality, disability, marital status, social class, age, responsibility for dependants or HIV/AIDS status.

ISHA and LVHA have developed a Diversity Strategy and will work within the framework of this as well as all current legislation and codes of practice.

If you are a customer, we will:

• treat you fairly and equally whatever your race, colour, age etc.
• take prompt and effective action if you face harassment in and around your home.
• make sure our reception area and office is accessible and easy for you to use.
• provide the information you need in paper and electronic format in ways you find easy to understand.
• take into account any particular needs you have when you move into one of our properties and subsequently during your tenancy.
• only work with contractors and other agencies that share our commitment to be fair to all.

The Association will seek to ensure equality of opportunity in the provision of housing services, employment of staff and other services provided by the Association, and to this end will recruit, promote, train and behave towards all the above-mentioned groups solely on the grounds of merit.

In carrying out this policy, we will actively assist disadvantaged groups to benefit from ISHA services. ISHA will seek to identify the needs of disadvantaged groups within the community and to work with statutory and voluntary agencies representing their interests.

If you apply for a job with or work at ISHA we will:

• encourage job applicants from all sections of the community, and will recruit, promote and train all employees on a fair and equal basis.
• recruit and promote staff solely on ability.
• provide training and other opportunities to help you develop in your role.
• make sure you have the necessary equipment and support to do your job effectively.
• take prompt and effective action if you face harassment at work or in the course of carrying out your duties.
• seek to move to a position where our workforce reflects the composition of the communities and areas it works in, at all levels of employment.

If the services you receive are provided by a contractor, consultant or any other external agency ISHA and LVHA will seek to ensure their commitment to Equal Opportunities in the provision of housing, the delivery of services and employment, and that they operate a written Equal Opportunities Policy.

Governance at ISHA:

In the composition and operation of the Association’s Board and Sub-Committees and of its wider membership, the Association will seek to ensure proper and fair representation of the communities we serve.

All members of staff and Board Members will be expected to act professionally and in accordance with the Equal Opportunities Policy of the Association and will actively promote the policy whilst performing their duties. To achieve this staff and Board will receive training and encouragement from Management.

To help fulfil its commitment to Equal Opportunities the Association will use monitoring as a tool to assess the success or otherwise of the Equal Opportunities Policy, and to decide what measures, if any, need to be taken.

The Association will provide written procedures to allow aggrieved groups or individuals to challenge activities or decisions that they consider to be contrary to this policy.

This policy provides a broad outline of the Association’s intentions. Detailed operational matters are included in other policy and procedure documents and are available on request. The Board will review this policy annually. The Chief Executive is responsible to the Board for the implementation of the Equal Opportunities Policy.

Agreed by the Board of Islington and Shoreditch HA Ltd on 15 December 2016.

DEFINITION OF DISABILITY
A person has a disability if s/he has a physical or mental impairment, which has a substantial, ie more than minor or trivial and long-term adverse effect on his/her ability to carry out normal day-to-day activities.
People who have had a disability within the definition are protected from discrimination even if they have since recovered.
A long-term effect impairment means one which has lasted at least 12 months, or the total period for which it lasts is likely to be at least 12 months, or which is likely to last for the rest of the life of the person affected.
The effects are to be treated as if they are continuing, and are likely to continue beyond 12 months if the impairment remains and at least one recurrence of the substantial effect is likely to take place 12 months after the initial occurrence.
Normal day-to-day activities for the purpose of the above definition are: mobility, manual dexterity, physical co-ordination, continence, ability to lift, carry or otherwise move everyday objects, speech, hearing or eyesight (only if spectacles or contact lenses do not help), memory or ability to concentrate, learn or understand, or perception of the risk of physical danger.
Please contact Head of People and Organisational Development at ISHA, in the first instance if you feel that you have been discriminated against in your application or if you require more information on the above.

ISLINGTON AND SHOREDITCH HOUSING ASSOCIATION DISABILITY POLICY STATEMENT (EMPLOYMENT)
ISHA is committed to provide equality of opportunity for disabled people in recruitment and retention. It will provide disability awareness to all its staff and guidance on non-discriminatory practices.
Treating less favourably or victimising someone because of their disability will be taken very seriously by ISHA and the person(s) responsible will be dealt with as per our harassment procedure.
The Association will ensure the following;
1) All candidates who comply with essential job specification criteria will be invited for interview.
2) All job vacancies, including temporary posts for vacancies of over 2 months in length, will be notified to the local Disability Employment Adviser.
3) ISHA will discuss with existing and potential staff with a disability/becoming disabled the adjustments necessary to enable that member of staff to carry out their job. These adjustments could include for example modification/adaptation to the office and equipment, amendment of the work hours or of the job description for non essential tasks.
4) In the case of an existing employee developing a disability, ISHA will endeavour to make all reasonable arrangements, which would enable them to stay in the same job. If this is not possible, job sharing, restructuration of the post or redeployment will be considered.
5) Our premises are fully accessible.
6) Monitoring of the dispositions described in the disability policy will be reviewed at regular intervals, with staff being kept informed about progress and future plans.

I certify that the details I have given are correct.  I understand that canvassing Board Members or Staff in connection with this post would disqualify me and that if appointed this form will be part of my job contract.