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Privacy Notice

Welcome to Cardiff Council Careers Site

We respect your right to privacy. This Privacy Policy sets out details of the information that we may collect from you and how we may use that information. This Privacy Policy should be read alongside, and in addition to the Terms and Conditions. Please read this Privacy Policy carefully.

Unless otherwise defined in this Privacy Policy, terms used have the same meaning as in the Terms and Conditions.

1. About Us

1.1      In this Privacy Policy, references to “we” or “us” are to Cardiff Council, a Local Authority based in Wales whose registered office is at Cardiff Council, County Hall, Atlantic Wharf, Cardiff, CF10 4UW who will be the controller of any personal data processed as described in this Privacy Policy.

1.2      If you have any questions about your personal information, please use the “Contact Us” pages on our website linked at the bottom of the page.

2. Use of the Website and Online Content

This Privacy Policy applies only to your use of the Website and Online Content.  Online Vacancy Listings, Campaigns, etc. or other linking sites found on the Website may also gather information and you should consult those other parties’ privacy policies as appropriate and applicable.

3. Collection of Information

3.1      When you access the Website via any means, use the Online Vacancy Listings, Application Forms, Reference Forms, register an account, complete pre-screening questions, respond to or participate in any survey or questionnaire sent to you by us, provide comments via the Contact Us form, or visit the campaign listings, we may collect, store and use certain of your personal information in line with this policy. We may also ask you for information when you report a problem with the Website or the Online Content.

3.2      To register on the Website, we ask for your name, email address and postcode. You may also specify if you already are an employee of Cardiff Council.  When you make an application we will also collect and process further details relevant to the recruitment process. If you contact us, we may also keep a record of that correspondence.

3.3      We may also collect data relating to your visits to the Website that cannot identify you but records your use of our Website and Online Content including, for example, details of how long you have used the Website for.

4. Use of Your Information

4.1      When you access the Website via any means, use the Online Vacancy Listings, Application Forms, register an account, complete pre-screening questions, respond to or participate in any survey or questionnaire sent to you by us, provide comments via the Contact Us or visit the campaign listings, you agree that your personal information may be collected, stored, used and shared by us and our partners, advertising organisations, or third parties we work with, for any of the following purposes:

(a) to provide, maintain, protect and improve the quality of the Website and the Online Vacancies and Content we offer, including by conducting anonymised market research, and to protect us and our users;

(b) to provide you with a personalised browsing experience when using the Website;

(c) to fulfil any contractual agreements between you and us;

(d) if you have registered for Job Alerts, to send you details of relevant vacancies which may interest you.  You can stop these Job Alerts at any time by altering your preferences once logged in.

(e) to tailor our advertising on social media to your use of the Website;

(f) to manage your Jobseeker account that you hold with us;

(g) to allow you to use the full range of features on or via our Website;

(h) to comply with legal and regulatory requirements;

(i) to contact you occasionally in order to invite you to share your opinions and experiences of Cardiff Council.

(k) to allow us perform market research (as more fully set out in paragraph 12 below); and

4.2      We may use your email address to send you vacancy notifications and updates about our Services. You can control your email preferences when logged in.

5. Storage of Information

5.1      All information is stored on our secure servers. When you register, we will ask you to choose a password which enables you to access the Online Content. You are responsible for keeping this password confidential. We ask you not to share this password with anyone.

5.2      The security of information provided on our platform is paramount. Our servers are based in the UK and our data centres are ISO 27001 and 9001 certified. All data stored sits within a secure hosting environment that meets mandated compliance regulations and our infrastructure is managed by government security cleared employees.

6. Legal Basis for Processing Your Information

6.1      Our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it.

6.2      However, we will normally collect personal information from you only (i) where we/they have your consent to do so, (ii) where we/they need the personal information to perform a contract with you, or (iii) where the processing is in our/their legitimate interests and not overridden by your rights. In some cases, we/they may also have a legal obligation to collect personal information from you.

6.3      If we ask you to provide personal information to comply with a legal requirement or to perform a contract with you, we will make this clear at the relevant time and advise you whether the provision of your personal information is mandatory or not (as well as the possible consequences if you do not provide your information).

6.4      Similarly, if we collect and use your personal information in reliance on our legitimate interests (or those of any third party), we will make clear to you at the relevant time what those legitimate interests are.

7. Disclosure of Your Information

We may disclose your personal information to third parties when permitted by law including:

(a) with your consent;

(b) to our suppliers in order for them to help us provide our services to you, this includes:

Local Authorities and other partner organisations that provide Online Vacancy listings or Content;

our provider of file storage and management services if you email us directly;

where you have made use of our 'send to a friend' option, solely to enable the person to whom you have sent the vacancy to see who has done so; our customer service software if you contact our support team; and providers of assessments and marking services if you submit an application form where the recruitment process includes external assessments.

These suppliers’ use of your personal data may be subject to their own privacy policies, which are available on their websites, and which we suggest you familiarise yourself with in the relevant circumstances set out above.

(c) if we sell or buy any business or assets, in which case we may disclose your information to the prospective seller or buyer of such business or assets, provided that they continue to use your information substantially in accordance with the terms of this Privacy Policy;

(d)  if all, or substantially all of our assets, are acquired by a third party provided that they continue to use your information substantially in accordance with the terms of this Privacy Policy, in which case information held by us will be one of the transferred assets; and

(e)  if we are under a duty to disclose or share your information in order to comply with any legal obligation, or in order to enforce or apply our Terms and other agreements; or to protect our rights, property, or safety, our users, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

8. Data Retention

8.1      We retain personal information we collect from you where we have an ongoing legitimate business need to do so (for example, to provide you with a service you have requested or to comply with applicable legal, tax or accounting requirements).

8.2      When we have no ongoing legitimate business need to process your personal information, we will delete your information.  Applications submitted are stored on our system and may also be held on Cardiff Council systems.

9. Your Rights

9.1      You have the following data protection rights:

You can edit your personal details via your profile page whenever you wish.  We maintain a procedure in order to help you confirm that your personal information remains correct and up-to-date or choose whether or not you wish to receive material from us or some of our partners.

In addition, you can object to processing of your personal information, ask us to restrict processing of your personal information or request portability of your personal information. Again, you can exercise these rights by contacting us using the 'Contact Us' link below.

You may unsubscribe from certain email communications by updating your preferences. You may also update your personal information by logging into the Website and visiting the 'My Details' page. You may also email us at HRPeopleservices@cardiff.gov.uk  in order to access, correct, delete or update your personal information on our systems. We will answer every email as promptly as possible.

Similarly, if we or the organisation you have applied to have collected and process your personal information on the basis of your consent, then you can withdraw your consent at any time.  Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.

If you have any privacy-related questions or unresolved problems, you may contact us using the information provided at paragraph 13 below.

You have the right to complain to a data protection authority about our collection and use of your personal information.  For more information, please contact your local data protection authority. (Contact details for data protection authorities in the European Economic Area, Switzerland and certain non-European countries (including the US and Canada) are available here.)

The Website may, from time to time, contain links to and from the websites of third parties. If you follow a link to any of these websites, please note that these websites have their own privacy policies. Please check these policies before you submit any personal information to these websites.

10. Children

We strongly believe in protecting the privacy of children. In line with this belief, we do not knowingly collect or maintain personal information from persons under 13 years of age, and no part of the Website is directed to persons under 13 years of age. If you are under 13 years of age, then please do not use or access the Website at any time or in any manner. We will take appropriate steps to delete any personal information of persons less than 13 years of age.

11. Cookies

11.1      We use cookies to enhance your interaction with our site. The cookies in this website are not used to track users through the system if they are not logged in and when a user registers they are accepting these secure cookies to be sent to their devices.

11.2      For more information about cookies, including further details as to what they are and how to refuse them, please see our Cookies Policy.

12. Research

12.1      We may carry out research to ensure we are providing the best jobseeker engagement across the population.

12.2      Research will always be conducted using information which has had identifiable details expunged from the data being looked at.

12.3      Data we would use in this research encompasses Equal Opportunities information, where you saw a vacancy and, on occasion, general geographical details such as the first section of a postcode (CF1 for example).

13. Updating this Privacy Policy

13.1     From time to time it will be necessary to update our privacy policy. If we decide to change our privacy policy, we will indicate that changes have been made on the homepage. This is in order to ensure our users are always aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it.

13.2     If at any point we wish to use personally-identifiable information in a manner different from that stated at the time it was collected, we will notify users by way of an email. Users will have a choice as to whether or not we use their information in this different manner.

14. Contacting Us

If you have any questions, comments or complaints about this Privacy Policy, please contact us using the details below:

Cardiff Council

FAO: Data Protection Officer

Cardiff Council
County Hall
Atlantic Wharf
Cardiff
CF10 4UW.

 

If you have any questions, comments or complaints about this Privacy Policy regarding data processing please contact our appointed Data Processor using the details below:

FAO: Data Protection Officer
6 Stages
71-75 Shelton Street
Covent Garden
London
WC2H 9JQ

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