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Southern Housing Privacy Statement

The following explains:

• how Optivo ​(The Data Controller)​  intend to use the information you provide in your application
• our reasons for requesting it
• who’ll have access to it and your rights

For any additional information you require, please refer to our full privacy policy

What information do we collect? 

We collect information specifically provided by you as part of an application process. We’ll collect the following (but not limited to):

• your name, address and contact details, including email address and telephone number;

• CV (if applicable);
• Equal opportunities monitoring information, including gender, information about your ethnic origin, gender identification, sexual orientation, health, and religion or belief - this information is purely for statistical analysis and monitoring purposes ​and by default will be anonymised ;
• whether or not you have a disability for which we need to make reasonable adjustments during the recruitment process;
• information about criminal convictions you may have (if relevant and the role requires a DBS)
• information about your entitlement to work in the UK; and
• Answers to application questions

The lawful basis we rely on for processing your personal data is article 6(1)(b) of the GDPR, which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract.

If you provide us with any information about reasonable adjustments you require under the Equality Act 2010 the lawful basis we rely on for processing this information is article 6(1)(c) to comply with our legal obligations under the Act.

The lawful basis we rely on to process any information you provide as part of your application which is special category data, such as health, religious or ethnicity information is article 9(2)(b) of the GDPR, which relates to our obligations in employment and the safeguarding of your fundamental rights. And Schedule 1 part 1(1) of the DPA2018 which again relates to processing for employment purposes.

We process information about applicant criminal convictions and offences. The lawful basis we rely to process this data are Article 6(1)(e) for the performance of our public task. In addition we rely on the processing condition at Schedule 1 part 2 paragraph 6(2)(a). 

Why do we collect this information and who do we share it with?

Details ​you provide in this application:

• Will be held on our computer systems and may be downloaded by us
• Will be used to deal with your application
• Will be made available to us and our processors
• Will be used for communication with you regarding the vacancy
• Will be used to satisfy legal requirements
• Will be used for statistical analysis
• Will be held and may be used to contact you about other vacancies

How can I access the information you hold about me? 

We are dedicated to providing reasonable access to visitors who wish to review the personal information retained when they apply via our website site and correct any inaccuracies it may contain.  Visitors who choose to register may access their profile, correct and update their details, or withdraw their details at any time. To do this, visitors can access their personal profile by using their secure login. In all cases we will treat requests to access information or change information in accordance with applicable legal requirements.

As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request;
• require us to change incorrect or incomplete data;
• require us 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’re relying on our legitimate interests as the legal ground for processing; and
• Ask us to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override our legitimate grounds for processing data.

If you’d like to exercise any of these rights, please contact us at peoplesupport@optivo.org.uk. You can make a subject access request by contacting us via https://www.optivo.org.uk/about-us/transparency.aspx

Within your candidate account, you can also use the Download Data feature to generate an XML file of the current data we hold on you that you have provided and/or have access to within the account.

If you believe we’ve not complied with your data protection rights please contact our Data Protection Officer.  If you remain unhappy with our response you can complain to the Information Commissioner at www.ico.org.uk.