Privacy Notice for Applicants

Draft v2 — published temporarily while this policy is pending Board adoption.

How UYN uses the personal data of people who apply to work, mentor, volunteer, serve as a trustee or join an advisory group with UYN.

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Contents

1. Who this notice is for

This notice applies to anyone who applies to UYN for a paid post, a mentor or volunteer role, a trusteeship, or a place on an advisory group. It explains what personal data we collect during recruitment, why, and what we do with it. UYN is the data controller. Contact: privacy@upsurgeyouth.org or by post at 71–75 Shelton Street, Covent Garden, London WC2H 9JQ, United Kingdom.

2. The personal data we collect

• contact details — name, address or area, email, phone;
• application information — CV, application or registration form, covering statements, skills, experience, availability and qualifications;
• employment and volunteering history and references (names and contact details of referees, and their replies);
• identity and right-to-work documents, where relevant to a paid post;
• interview and selection notes and scores, and outcomes of any tests or exercises;
• safer recruitment information — DBS certificate information (or, for applicants overseas, a signed self-declaration and references) for roles with contact with young people;
• conflicts-of-interest and “fit and proper” declarations, for trustees (including disqualification checks);
• equality monitoring information — optional;
• any adjustments you ask us to make for the process, which may include health information.

3. Why we collect and use it

• to assess your suitability and make fair, consistent selection decisions;
• to carry out safer recruitment checks, as UYN works with young people aged 16–17;
• to meet legal obligations — right to work, trustee eligibility, and employment law for paid roles;
• to monitor equality of opportunity (anonymised);
• to make reasonable adjustments;
• to contact you about your application and keep in touch about future roles, with your consent;
• to establish, exercise or defend legal claims.

4. Lawful basis

5. Collecting this information

We collect most information from you directly. We also collect it from referees you name, from the DBS umbrella body, and from publicly available sources such as Companies House and the Charity Commission register (for trustee eligibility checks). Whether providing information is optional is stated on the form. If you do not provide information we need — for example for a DBS check for a role that requires one — we may not be able to progress your application.

6. Who we share it with

We share your information only with those who need it: the people shortlisting and interviewing you (staff and, for senior roles, trustees); referees; our DBS umbrella body; our IT and application-system providers acting under contract; professional advisers; and regulators or the police where required by law. We do not sell your data. Where data is transferred outside the UK (for example for overseas mentors or cloud services), we use appropriate safeguards.

7. Automated decisions

We do not use automated decision-making to select applicants. Any online application tool we use only organises information; people make the decisions. We do not enter applicants’ personal data into unauthorised AI tools.

8. How long we keep your information

• Successful applicants: your application and checks become part of your staff, trustee, mentor or volunteer record and are held as set out in the Privacy Notice for Staff, Trustees and Volunteers.
• Unsuccessful applicants: held for 6 months after the decision, then deleted, unless you ask us to keep your details for future roles.
• DBS information: the certificate itself is not kept; we keep only the reference number, date and outcome.

9. Your rights

You can ask to see your information, correct it, ask us to delete or restrict it, object to its use, ask for it in a portable format, and withdraw consent where we rely on it. To exercise any of these rights contact privacy@upsurgeyouth.org. If you have a concern you can complain to the ICO:

• Information Commissioner’s Office (ICO) — https://ico.org.uk/make-a-complaint/ · Telephone 0303 123 1113 · Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

10. Changes to this notice

We will review this notice at least annually and publish updates on our website.

Upsurge Youth Network · Privacy Notice for Applicants · Draft pending Board adoption  ·  Page