The Assembly Secretariat take your privacy seriously. This privacy notice explains our data protection policy and describes how we will use any personal data you provide to us, or that we collect from you.
For the purposes of the Data Protection Act 2018 and the General Data Protection Regulation (GDPR) the data controller is:
NI Assembly Commission
If you have any queries about the process or how we handle your information, please contact us at [email protected]
Why are you processing my personal information?
We process your personal information to decide whether you are suitable for appointment to a role which you have applied for with the Assembly Commission. We also process personal information in order to provide content requested by the user, to reply to comments and queries and to obtain statistical data that will allow us to gauge performance and improve the user experience.
What is the lawful basis for processing my personal information?
Your information is processed under Article 6 (2) (b) of the General Data Protection Regulation (GDPR) because, by applying for a role, you have asked for something to be done so you can enter into a contract.
What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application, and to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
At the end of the process, we may use your details to ask for feedback on your experience of the recruitment process.
What categories of personal data are you processing?
We process personal data and special category personal data.
Personal data means any information relating to an identifiable person who can be directly or indirectly identified.
Special category personal data is personal data which the GDPR says is more sensitive, and so needs more protection. This includes (among others) information about your health, religion, race or ethnic origin.
What information do you ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
The information we ask for is used to assess your suitability for employment. You do not have to provide what we ask for but it might affect your application if you do not comply.
If you use our online application system, this will be collected by a data processor on our behalf (please see below).
We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.
You will also be asked to provide equal opportunities information. This information will not be made available to any staff outside of our recruitment team, including recruitment panel, in a way which can identify you. Any information you do provide will be used only to produce and monitor equal opportunities statistics and complete monitoring returns to the Equality Commission.
Our recruitment panel shortlist applications for interview. They will not be provided with your name or contact details or with your equal opportunities information.
We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes.
If we make a conditional offer of employment, we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.
You will therefore be required to provide:
- Proof of your identity – you will be asked to attend our office with original documents, where we will take copies.
- Proof of your qualifications – you will be asked to attend our office with original documents, where we will take copies.
- You will be asked to complete a criminal records declaration to declare any unspent convictions.
- You will be asked to complete Basic Access NI or Enhanced Access NI depending on the post applied for, which will verify your declaration of unspent convictions.
- We will contact your referees directly, using the details you provide in your application, to obtain references
- We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work and this is done through a data processor (please see below).
If we make a final offer, we will also ask you for the following:
- Bank details – to process salary payments
- Emergency contact details – so we know who to contact in case you have an emergency at work, and
- Your membership history of any public service pension scheme – to determine which pension scheme you are eligible to join.
Use of data processors
Data processors are third parties who provide elements of our recruitment service for us. 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 apart from us. They will hold it securely and retain it for the period we instruct.
If you accept a final offer from us, some of your personnel records will be held on i-Trent which is an internally used HR records system, provided by MHR.
Here is a link to their Privacy Notice.
Occupational Health Services and Welfare Support Services
OHS provides our occupational health service. If we make you a conditional offer, we will ask that you complete a health declaration which will help to determine if you are fit to undertake the work that you have been offered, or advise us if any adjustments are needed to the work environment or systems so that you may work effectively.
The information you provide will be held by OHS, which will provide us with a medical report regarding your fitness or any adjustments required. You are able to request to see the report before it is sent to us. If you decline for us to see it, then this could affect your job offer. If an occupational health assessment is required, this is likely to be carried out by OHS.
How long do you keep my personal data?
If you are not appointed following the recruitment competition, the information you have provided until that point will be retained for 1 year from the closure of the merit list.
Information generated throughout the assessment process, for example interview notes, is retained by us for 1 year following the closure of the merit list.
Equal opportunities information is retained for 4 years following the closure of the merit list whether you are successful or not.
Email addresses of newsletter subscribers will be held for as long as the subscriber wishes to keep being informed of recruitment alerts; subscribers can unsubscribe at any time and will be provided with the option of doing so at the footer of every notification email (see more information on information held for the newsletter below).
How do you make decisions about recruitment?
Final recruitment decisions are made by the recruitment panel. All of the information gathered during the application process is taken into account.
You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing [email protected].
We also offer opportunities for people to come and work with us on a secondment basis through Interchange. We accept applications from individuals who think they could benefit from working with us.
Applications are sent to the HR Office via Interchange.
Once we have considered your application, if we are interested in speaking to you further, we’ll contact you using the details you provided.
We might ask you to provide more information about your skills and experience or invite you to an interview.
If you are seconded to the Commission, we will ask that you complete a secondment agreement.
We might also ask you to complete our pre-employment checks or to obtain security clearance via the Access NI – both of which are described in this Notice above. Whether you need to do this will depend on the type of work you will be doing for us.
We ask for this information so that we fulfil our obligations to avoid conflicts of interest and to protect the information we hold. It will be retained for the duration of your secondment.
Information collected via the email newsletter
Users can sign up to receive an email newsletter containing upcoming information and alerts in relation to recruitment in the Northern Ireland Assembly. This is done using the email automation platform, Mailchimp via the subscription form at the bottom of the homepage of the website:
During the process of signing up, users must indicate their consent via a confirmation email which is sent to them. Their email address is then held within the MailChimp system only for the purposes of an email being sent to provide subscribers with the information they have requested; email addresses will not be used for any other purpose. A list of email addresses (and names if you provided them on sign-up) is accessible to a small number of staff working for the Northern Ireland Assembly via a password login.
Social Media (Facebook and Twitter)
Our website also provides the opportunity to follow us on Facebook and Twitter. For more information on how these websites collect and process your data, please read their respective privacy policies:
Facebook – www.facebook.com/about/privacy
Twitter – http://twitter.com/privacy
The niarecruitment.org website is built using the WordPress content management system. Automattic, the parent company responsible for WordPress, has created a page setting out how it intends to meet the requirements of GDPR, including how it handles data on behalf of others.
Cookies are small pieces of data, stored in text files, that are stored on your device when websites are visited in a browser. They are most commonly used to ‘remember’ you and your site preferences. For example, they can be used to allow the user to remain ‘logged in’ and not have to repeatedly log in at the beginning of every new session.
Users of niarecruitment.org are asked via an automated message if they consent to cookies being collected. We collect information via cookies so that we can find out things such as the number of visitors to the various parts of the site. We collect this information in a way which does not identify anyone. We do not make any attempt to find out the identities of any of our users. We will not associate any data gathered from this site with any personally identifying information from any source. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and we will explain what we intend to do with it.
The Northern Ireland Assembly Commission is committed to safeguarding your personal information. Whenever you provide such information, we are legally obliged to use your information in line with all laws concerning the protection of personal information, including the Data Protection Act 1998 and the General Data Protection Regulation.
Third party cookies
Cookies are also used by third party websites that serve up content on the site. These include WordPress (the content management system used to build the website), Google Analytics (Google’s analytics service) and our social media channels.
The Northern Ireland Assembly Commission uses Google Analytics, a web analytics service provided by Google. Google Analytics sets cookies on the niarecruitment.org website on its behalf in order to compile reports for us on user activity.
Google may transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. By using the niarecruitment.org website and consenting to the collection of cookie data, you consent to the processing of data about you by Google in the manner and for the purposes set out above.
The google analytics cookies are:
Universal Analytics (Google)
These cookies are used to collect information about how visitors use our website. We use the information to compile reports and to help us improve the website. The cookies collect information in a way that does not directly identify anyone, including the number of visitors to the website, where visitors have come to the website from and the pages they visited.
How to reject or delete this cookie
To opt out of being tracked by Google Analytics across all websites you can download the Google Analytics Opt-out Browser Add-on.
Cookies set by social media channels
NIArecruitment.org provides links to our facebook and twitter social media channels. These websites set their own cookies and the Northern Ireland Assembly Commission does not control the dissemination of these cookies. You should check the relevant third party website for more information about these. We would urge you to review these as they will govern the use of information you submit or which is collected by cookies whilst visiting these websites.
Further information on cookies
To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org
How do I complain if I am not happy?
If you are unhappy with how any aspect of this privacy notice, or how your personal information is being processed, please contact the NI Assembly Information Standards Officer at:
Email: [email protected]
Tel: (028) 9052 1147
If you are still not happy, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Tel: 0303 123 1113
Email: [email protected]
What rights do I have?
Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you.
You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
- You have the right to obtain confirmation that your data is being processed, and access to your personal data;
- You are entitled to have personal data rectified if it is inaccurate or incomplete;
- You have a right to have personal data erased and to prevent processing, in specific circumstances;
- You have the right to ‘block’ or suppress processing of personal data, in specific circumstances;
- You have the right to data portability, in specific circumstances;
- You have the right to object to processing, in specific circumstances; and
- You have rights in relation to automated decision making and profiling.
Disclosure of personal information
In many circumstances we will not disclose personal data without consent. However, when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies. You can also get further information on:
- agreements we have with other organisations for sharing information;
- circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics;
- our instructions to staff on how to collect, use and delete personal data; and
- how we check that the information we hold is accurate and up to date.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 12 November 2019.
How to contact us