Recruitment - Privacy Notice


  • Name of service - Recruitment
  • Directorate - Customers, Digital and Transformation
  • Date of issue - 25 May 2018
  • Date of current version - 29 March 2021
  • Review date - 29 March 2024

The reasons why we use your personal data

This privacy notice applies to the functions of the Recruitment service that incorporates and carries out recruitment functions within Surrey County Council.

  • Carry out Recruitment Procedures
  • Issue contracts
  • Create Personal Files

Your personal data is collated for the purposes of recruitment in order to carry out our statutory responsibilities under the different legislative frameworks, provide services and establish good business practices. In addition, we collect your personal data for the following:

  • Service delivery
  • Service improvement and planning
  • Prevention & detection of crime/fraud
  • Statistical analysis and reporting
  • Safeguarding

What information do we collect?

We collect the following personal data at Appointment Stage:

Name, address, email address, contact numbers, employment history, education and qualifications, personal number (internal), disability, diversity information, date of birth, care leavers if applying for apprenticeship roles

We collect the following personal data at offer stage:

Name, address, date of birth, emergency contact details, next of kin details, photo for passes, gender, National Insurance Number, bank details, local government information, medical information, copies of eligibility, information to carry out a DBS (if applicable)

How we are allowed to use your personal data

Legal obligation or public task under various UK legislation including but not limited to:

  • Individual Consent
  • Employment Law
  • Contract of Employment
  • Immigration Act


To process your personal data, we will explain to you what we are asking you to agree to and why. If we have consent to use your personal data, you have the right to remove it at any time. If you want to remove your consent, please contact us at the following email address and we will deal with your request.

Who we share your personal data with

  • Applicant Tracking Provider
  • Hiring Managers
  • Interview Panel
  • Recruitment Team
  • Human Resources- Complaints
  • Home Office
  • External Occupational Health Provider – Team Prevent

Automated decision making (when computers make any decisions about you)

We do not use automated decision making.

Personal data being sent or processed outside of the UK and EU

We do not send or process data outside of the UK and EU.

Retention of data

Personal data will be retained for 12 months if your account is idle or for as long as your account is active on the applicant tracking system. Your data will be anonymised for reporting purposes.

Interview notes will be retained for 6 months by the hiring team.

Other information

For further information on our privacy notices, please see information and privacy

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