Recruitment

Culture and Sport Glasgow is a Scottish charity (No SCO37844) incorporated under the Companies Acts and limited by guarantee, registered in Scotland with Company No SC313851 having its registered offices at 38 Albion Street, Glasgow G1 1LH and operating under the name “Glasgow Life” (“CSG”). CSG is registered with the Information Commissioners Officer (“ICO”) under Notification No. Z9838695. 

Culture and Sport Glasgow (Trading) CIC (“CSG CIC”) is a trading subsidiary of CSG. CSG CIC, a community interest company, is registered in Scotland with Company No SC313850 having its registered offices at 38 Albion Street, Glasgow G1 1LH and registered with the ICO under Notification No. Z9838741 

CSG and CSG CIC are collectively referred to by CSG’s operating name “Glasgow Life” (“we” or “us”) for the purposes of this Privacy Statement.

See below for our contact details and our Data Protection Officer.

You are giving us your personal information to allow us to effectively manage your application through our recruitment processes and for us to meet our obligations to you as a prospective employer.

We also use your information to verify your identity where required, contact you by post, email or telephone and to maintain our records.

Throughout the duration of the recruitment process and the lifetime of any prospective employment relationship with Glasgow Life the information you provide will be used for the following purposes: 

1. Your personal contact details including your name, home address, telephone number and email addresses will be used to communicate with you throughout the recruitment process.
2. Information relating to your employment history, qualifications, training, certification and licences (such as a driving licence) will be used to assess your suitability for the role and determine whether you meet the requirements of the post.
3. Where you choose to participate in the Disability Confident Scheme, information about your disability status will be used to determine your eligibility for the interview guarantee scheme. Information about any reasonable adjustments you require during the recruitment process will also be collected to enable us to support your participation. 
4. You may be invited to disclose personal characteristic information as defined in the Equality Act 2010 and other equality related information. This information is used for anonymous statistical monitoring and reporting of Glasgow Life’s applicants and workforce in accordance with our Equality, Diversity and Inclusion Strategy.
5. If you are invited to interview, you may be asked to present photographic identification to confirm your identity and ensure that the person attending the interview is the individual who submitted the application.
6. Where you are selected as the preferred candidate, you may be required to complete a self-declaration regarding any unspent criminal convictions. This information is used to assess your suitability for the role where this is relevant and appropriate.
7. Where you are selected as the preferred candidate, we will collect and process documentation confirming your identity and your right to work in the United Kingdom to enable us to carry out pre-employment checks and meet our legal obligations.
8. Where you are selected as the preferred candidate, we may obtain references, verify qualifications, professional memberships and licences, and carry out appropriate background checks, including Disclosure Scotland or PVG checks and confirmation of PVG Scheme membership where required for the role, to confirm your suitability for employment and to meet our legal obligations. 
9. For roles identified through our risk assessment process, information relating to your health may be collected by our Occupational Health Provider through a pre-employment health assessment to ensure we meet our statutory responsibilities.
10. If you are appointed, we will collect your National Insurance number, personal banking details and other information required for payroll and HMRC purposes to administer your salary, statutory deductions and other payments relating to your employment. 9. For roles identified through our risk assessment process, information relating to your health may be collected by our Occupational Health Provider through a pre-employment health assessment to ensure we meet our statutory responsibilities. 
11. If you are appointed, we will collect your emergency contact and/or next of kin details so that we can contact an appropriate person in the event of an emergency.
12. For certain roles, you may be required to complete a declaration of interests to ensure we comply with our legal and governance obligations.

Some applicants may also be service users. We process information on service users (including service users who are job applicants) in accordance with the specific privacy notices published for the various services we provide and you should consult those service delivery privacy notices for details of this processing. More information can be found on our website at https://www.glasgowlife.org.uk/privacy

These services are provided in terms of Glasgow Life’s statutory functions on the basis of a performance of a contract or taking steps to enter into a contract with you, more details of which can be found on our website at https://www.glasgowlife.org.uk/privacy.

Some information needs to be shared with external bodies because Glasgow Life is under a legal obligation to do so. 

For processing more sensitive personal information, the following condition applies:

• We also need to process more sensitive personal information about you for reasons of substantial public interest as set out in the Data Protection Act 2018. It is necessary for us to process it to carry out key functions as outlined by law.

If you do not provide us with the information we have asked for then we will not be able to process your application for employment.

We are legally obliged to safeguard public funds so details will be checked internally for fraud prevention and verification purposes and may be shared with other public bodies for the same purpose.  We are legally obliged to share certain data with other public bodies such as HMRC and will do so where the law requires this; we will also generally comply with requests for specific information from other regulatory and law enforcement bodies where this is necessary and proportionate.

Information is also analysed internally to provide management information, inform service delivery reform and similar purposes.

This is in accordance with our Information Use and Privacy Policy and the Privacy Statement set out in full on our website.     

In some circumstances there will be a requirement to share some information with other organisations external to Glasgow Life:

• Applications to roles in our organisation are submitted through the myjobscotland platform, which is operated by COSLA. COSLA acts as the data controller for the myjobscotland registration database and processes your information to provide the platform and associated services.
• If successful, offers of employment to roles in our organisation are administered by Glasgow City Council, Customer and Business Services.   Glasgow City Council, Customer and Business Services act as the data processor for our organisation’s recruitment administration and they process your information to provide the offer of employment and associated employment services thereafter.
  
  • Once you submit your application to us, we become the data controller for the information relating to your application and will process it in line with this Recruitment Privacy Notice.
  • You can read more about how COSLA collects, uses and shares personal data when you create an account or submit an application via myjobscotland by referring to their Privacy and Cookies policy available on their website.
• For some roles, we may work with a Recruitment Agency. In these cases, the agency will collect your application and provide your details (including your completed application form) to us as part of the recruitment process.
• Depending upon the nature of the post applied for, relevant information may be shared with relevant registered employment bodies.
• If at any time before, during or subsequent to an application for employment you exercise your rights to enter into a dispute via the courts system, including employment tribunal, we may be required to share information in relation to your employment relationship with the courts or legal representatives as required.
• Glasgow Life is obliged to participate in the National Fraud Initiative in Scotland and in terms of this passes information on staff (primarily payroll data) to Audit Scotland for data matching to detect fraud or possible fraud. Details of this exercise can be found on Audit Scotland’s website at NFI | Audit Scotland (https://audit.scot/what-we-do/counter-fraud).
• Glasgow Life is subject to freedom of information (“FOI”) legislation. Often, we receive requests which seek disclosure of information about members of staff. Such requests are assessed carefully and we will only release staff information in response to FOI requests if doing so is compatible with our obligations under data protection law. As a general rule, we will withhold the identities of staff on grade 8 or below and release the identities of staff on grade 9 or above, unless there are particular reasons to depart from this approach (such as where staff are involved in areas of work where disclosing their identity could endanger them). Please refer to our pay scales for information on grades and role profiles. We will not voluntarily release non-work-related information about members of staff such as home addresses, nor will we voluntarily release information where this relates to the member of staff being a service user rather than in their capacity as an employee. We will seek the views of current members of staff as to any such release.

In order to provide services to you, we may need to appoint other organisations to carry out some activities on our behalf. These may include, for example, payment processing organisations, delivery organisations, mailing houses and contractors or consultants providing services to Glasgow Life (or directly to service users) where we need to provide them with personal information to allow them to provide these services on our behalf.  We select these organisations carefully and put measures in place to make sure that they only follow our instructions when processing your personal information.

We will not sell or rent your personal information to any third-party organisations.

We only keep your personal information for the minimum period amount of time necessary.  Sometimes this time period is set out in the law, but in most cases it is based on the business need. Glasgow Life maintains a records retention and disposal schedule which sets out how long we hold different types of information for. This is available on our website at www.glasgowlife.org.uk/rrs.    

Specifically, when you apply on the myjobscotland platform, successful candidate information will be retained on the e-recruitment database for seven years.

If you are not offered a job, in accordance with their policy, your application information will remain on your myjobscotland account until it is archived by them, or unless you request for it to be deleted.

Please see myjobscotland privacy policy for more information.

Access to your information – you have the right to request a copy of the personal information that we hold about you.

Correcting your information – we want to make sure that your personal information is accurate, complete and up to date. Therefore you may ask us to correct any personal information about you that you believe does not meet these standards.

Deletion of your information – you have the right to ask us to delete personal information about you where:

• you think that we no longer need to hold the information for the purposes for which it was originally obtained
• you have a genuine objection to our use of your personal information – see Objecting to how we may use your information below
• our use of your personal information is contrary to law or our other legal obligations.

Objecting to how we may use your information – you have the right at any time to tell us to stop using your personal information for direct marketing purposes.

Restricting how we may use your information – in some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information that we hold about you or we are assessing the objection you have made to our use of your information. This right might also apply if we no longer have a basis for using your personal information, but you don't want us to delete the data. Where this right is realistically applied will mean that we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Please contact us if you wish to exercise any of these rights.

For general enquiries, queries or exercising your data protection rights, you can contact Glasgow Life by:

• Post: 38 Albion Street, Glasgow, G1 1LH
• Telephone: 0141 287 4350
• Email: info@glasgowlife.org.uk

Complaints related to recruitment and the process is outlined on our recruitment policy - https://www.glasgowlife.org.uk/about-us/colleague-information/hr-policies-and-documents/recruitment

We aim to resolve all complaints about the way Glasgow Life processes your personal information. You can contact our data protection officer about any data protection matter but you also have the right to complain to the Information Commissioner’s Office (ICO). Contact details for our data protection officer and the ICO are available on our website at www.glasgowlife.org.uk/privacy/data-protection-concerns.

Please note if your complaint is not about a data protection matter or concerns the handling of your personal information, please contact us using the complaints procedures in place at www.glasgowlife.org.uk/commentsandcomplaints.

Please do not contact our Data Protection Officer in relation to your job application – enquiries about the application process should be made to the contact point listed in the advertisement.

• To learn more about how we handle your personal information, please visit: www.glasgowlife.org.uk/privacy
• If you need help in another format, such as large print, braille or audio, please ask a staff member, contact us or visit: www.glasgowlife.org.uk/accessibility

Glasgow Life (and its sub-brands) are operating names of Culture and Sport Glasgow (“CSG”) a Scottish charity (No SCO37844) incorporated under the Companies Acts and limited by guarantee, registered in Scotland with Company No SC313851. Culture and Sport Glasgow (Trading) CIC (“CSG CIC”) is a trading subsidiary of CSG, a community interest company, registered in Scotland with Company No SC313850. CSG and CSG CIC (registered office at 38 Albion Street, Glasgow, G1 1LH) are collectively referred to by CSG’s operating name “Glasgow Life” for the purposes of our Privacy Statement and privacy notices (available at www.glasgowlife.org.uk/privacy). Glasgow Life delivers cultural, sporting and learning activities on behalf of Glasgow City Council, inspiring Glasgow’s citizens and visitors to lead richer and more active lives.