Eploy privacy notice

At the London Borough of Islington, we take data privacy very seriously and we are committed to protecting and respecting the rights of all individuals. Along with our contracted partner, Eploy Ltd, we are dedicated to ensuring the confidentiality and privacy of information entrusted to us and aspire to be transparent when we collect and use personal data.

Eploy Ltd have been contracted to provide a cloud-based recruitment solution comprising of an applicant tracking system, talent candidate relationship management (CRM) talent pools, and analytics and careers site which is bespoke to the council.

Islington Council is registered with the Information Commissioner’s Office, with registration number Z6018243 and Eploy Ltd’s registration number is ZA248720. 

Account administration requests should be directed to recruitment@islington.gov.uk, for example if you need to make an enquiry, or to arrange for any mistakes to be corrected.

If you have questions or comments about this privacy notice or how we handle personal data, please direct your correspondence to the council’s Data Protection team at DP@islington.gov.uk or refer to the council’s corporate privacy notice.

Information that we collect

As part of your profile, your basic personal and contact details:

• Name
• Address
• Email address
• Telephone numbers

This information is required in order for us to set up and administer your account and to successfully on-board you into a role. 

As part of your candidate profile and application:

• Details of your qualifications
• Details of your employment
• Supporting information

You are able to amend these details at any time by logging into your account and accessing them in the 'Profile' and 'Settings' pages.

Our purposes

If you choose to use our services, we will process your personal data so that we can provide you with a candidate account. Some of the information requested at the registration stage is optional.

Our lawful basis for processing data to set up your account is consent with a view to potentially engaging in an employment contract should you be successful.

Our lawful basis for processing your data for direct marketing purposes is your consent where you opt in to job alerts from the system.

We may also from time to time send you service related emails to notify you of the progress of an application you have made, as well as any essential account information.

Disclosure and Barring Service (DBS) checks

If your application is successful, we may need to contact you in order for you to complete a basic standard or enhanced DBS check, if the role requires it.

We do not receive the completed certificate. This will be sent to you directly by the DBS. We do not store this information for longer than six months

Our lawful basis for processing your data for these purposes is public task in relation to our employment contracts.

How long do we store your information?

You can delete your candidate account at any time. We will remove your account if it remains inactive for longer than 365 days, unless there are live applications associated with this. All applications are retained for a period of 365 days. If you are successful in your application, your information will be transferred to our HR system, Resource Link.

Sharing information

We will never sell your data to third parties. Data is necessarily shared with Eploy Ltd who manage the recruitment solution.

We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation and they will hold it securely and retain it for the period we instruct.

Your rights

Your right of access

You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.

Your right to rectification

You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.

Your right to erasure

You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing

You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing

You have the right to object to processing if we are using legitimate interests as our lawful basis for processing.

Your right to data portability

This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent or as part of a contract, or in talks about entering into a contract and the processing is automated. 

Your right to withdraw consent

You can withdraw your consent that you have previously given to one or more specified purposes to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent. It may mean we are not able to provide certain products or services to you and we will advise you if this is the case.

Rights-related requests

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information or to exercise any of your other rights. This helps us to ensure that personal data is not disclosed to any person who has no right to receive it.

Any requests should be directed to DP@islington.gov.uk

How to complain

If you disagree with how we are processing your data, please contact our DPO at DP@islington.gov.uk.

The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline number: 0303 123 1113