Recruitment privacy notice

This privacy notice is designed to help you understand how and why North Yorkshire Council processes your personal data. This notice should be read in conjunction with our corporate privacy notice.

Who are we?

North Yorkshire Council is a ‘data controller’ as defined by Article 4(7) of the UK General Data Protection Regulation (UK GDPR). The recruitment team, within employment support services, and resourcing solutions are responsible for the administration of the recruitment process. Resourcing solutions are also responsible for promoting and recruiting volunteers within the council.

The council has appointed Veritau to be its data protection officer. Their contact details are:

Information Governance Office


West Offices

Station Rise


North Yorkshire



Tel: 01904 552848

What personal information do we collect?

  • your name(s), title, contact details, address, and national insurance numbers
  • ID documents
  • eligibility to work
  • previous employment history
  • education and professional qualifications
  • membership of professional or government bodies
  • referee details
  • equalities information (so that we can monitor workplace equality)
  • any information provided by your nominated referees (which includes any relevant disciplinary actions and/or sickness information)
  • any other relevant information you wish to provide to us
  • information collected during the assessment and/or interview process (such as interviewer notes)
  • relevant health/medical information which relates to your application or the recruitment process
  • criminal convictions

Volunteers are only required to provide their name, email address and whether you are over or under the age of 18 and area of interest initially but if you do become a volunteer you may need to provide some of the above information.

Why do we collect your personal information?

As part of your job application North Yorkshire Council will need to assess your suitability for the vacancy. This means that we need to collect information about you in order to facilitate this.

For volunteers, we send detailed information about volunteering opportunities and may ask for feedback on this. If you became a volunteer, more details may be collected.

Who do we obtain your information from?

During the recruitment process, most of the information we process will be collected directly from you during your application or interview process.

However, information may be collected from third parties if required for the particular recruitment exercise such as references being obtained from your previous employer prior to an employment offer being made.

Who do we share this information with?

We routinely share your recruitment information with your potential employers, third party assessment providers (in order to facilitate your suitability for a role), and any other relevant HR team within the council.

Sometimes your application may need to be submitted to an assessment panel. These panels could include individuals from other organisations. We will tell you if this is the case.

How long do we keep your information for?

Data held

Retention period

If your job application is successful

Your information will be kept on your personnel file and kept in accordance with other HR retention period;

If your job application is unsuccessful

Your information will be kept for six months and then destroyed.

Volunteer Applications if successful

Further information will be collected and a separate privacy notice will be available for specific projects. 

Volunteer Applications if unsuccessful

Your information will be kept for six months and then destroyed.

What is our lawful basis for processing your information?

North Yorkshire Council relies on the following lawful basis to process your personal data:

  • UK GDPR Article 6(1)(b)- processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract

In connection with certain job roles, the council may need to collect criminal information. For the processing of personal data relating to criminal convictions and offences, processing meets Schedule 1, Part 1 of the Data Protection Act 2018 as below:

  • employment, social security, and social protection

When processing special category data, the council will rely on the following lawful basis.

UK GDPR Article 9(2)(b) - processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by law meeting schedule 1, part 1 of the data protection act 2018 as below:

  • (1) Employment, social security, and social protection
  • (2) Health and Social Care purposes

UK GDPR Article 9 (2)(g) – processing is necessary for reasons of substantial public interest with processing meeting schedule 1, part 2 of the data protection act 2018 as below:

  • (8) Equality of opportunity or treatment

The legislations, policies and guidance that relate to this service includes, but is not limited to:

  • employment rights act 1996 as amended
  • health and safety at work act 1974
  • heath act 2006
  • the equality act

For more information about how we use your data, including your privacy rights and the complaints process, please see our corporate privacy notice.