PA Recruitment GDPR Notice
Kingston Centre for Independent Living (KCIL) supports individuals to recruit Personal Assistants (PAs). We also maintain a PA recruitment database so that we can contact applicants about other suitable vacancies.
This notice explains how we collect, use, store and share your personal information under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who is responsible for your information?
KCIL is the data controller for its PA recruitment database and the recruitment activities described in this notice.
The individual recruiting a PA is normally the prospective employer, rather than KCIL. When they receive your information, they have their own responsibilities for handling it lawfully and securely.
What information do we collect?
We collect information you provide when you apply for a vacancy or register your interest in PA work. This may include:
Your name and contact details.
Your application form, CV, qualifications, skills and employment history.
Your availability, preferred working locations and the types of PA roles you are seeking.
Correspondence and relevant notes about your application.
Information about applications, interviews and recruitment outcomes.
References and information needed for recruitment checks, where KCIL arranges these.
Information normally comes directly from you. Where relevant, we may also receive information from recruitment platforms you use, your referees, prospective employers and organisations carrying out recruitment checks.
How do we use your information?
We use your information to:
Handle applications and communicate with you about recruitment.
Help prospective employers identify suitable candidates.
Match you with other PA vacancies and contact you about opportunities.
Support interviews, references and relevant recruitment checks.
Keep appropriate records of the recruitment support we provide and respond to enquiries or complaints.
Being on our recruitment database does not guarantee employment. You can ask us to stop contacting you about other vacancies at any time.
Our legal basis
We rely on legitimate interests where processing is necessary to provide our PA recruitment and matching service, help individuals find suitable PAs and help applicants find work. We consider your rights and reasonable expectations when using information for these purposes.
Where a legal obligation applies directly to KCIL, we may also process information necessary to meet that obligation.
If we rely on consent for a particular use, we will explain this when asking for it. You can withdraw that consent at any time, without affecting the lawfulness of earlier processing.
Who do we share information with?
We share relevant application information with prospective PA employers and, where appropriate, their authorised representatives so that they can consider you for a role.
Where necessary, we may also share relevant information with referees, recruitment-check providers and suppliers supporting our recruitment systems. Suppliers acting on our behalf must handle information under appropriate data protection arrangements.
We may disclose information where legally required or where there is another lawful justification, such as a necessary safeguarding disclosure.
We limit sharing to information needed for the relevant purpose.
How long do we keep your information?
We keep your application and recruitment-database information for up to 12 months from the date of your application, including to contact you about other suitable PA vacancies. At the end of that period, we delete it unless there is a documented reason to retain particular records.
You can ask to leave the recruitment database sooner. We may still need to retain limited records for a justified purpose, such as handling a complaint or legal claim. Where this applies, we will explain it in response to your request.
[BEFORE PUBLICATION: Confirm the retention periods for successful-applicant records and any recruitment-check records, including when each period starts. Replace the previous blanket “six years after leaving” rule with the periods justified by KCIL’s retention schedule.]
Keeping your information secure
We use appropriate organisational and technical measures to protect your information and restrict access to those who need it for their work.
[BEFORE PUBLICATION: Confirm whether recruitment-system suppliers store or access personal information outside the UK. If so, explain the relevant countries or arrangements, applicable safeguards and how applicants can obtain further information.]
Your rights
Depending on the circumstances and the legal basis used, you may have the right to:
Request access to, and a copy of, your personal information.
Ask us to correct inaccurate or incomplete information.
Request deletion or restriction of its use.
Object to processing based on legitimate interests.
Receive certain information in a portable format.
Withdraw consent where we rely on it.
These rights are not absolute. We will explain any limits that apply when responding to your request.
Contact us or raise a concern
To exercise your rights, update your details, leave the recruitment database or raise a concern, contact:
Joanne Stafferton
Kingston Centre for Independent Living
River Reach
31–35 High Street
Kingston upon Thames
KT1 1LF
Telephone: 020 8546 9603
Email: [email protected]
You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint.
Last updated: [insert publication date]
