Applying for a job

Purpose and lawful basis for processing

• The Outdoors Group needs to process data to take steps at your request prior to entering into a contract with you. We may also need to process your data to enter into a contract with you.
• The Outdoors Group also needs to process your data to ensure that we are complying with our legal obligations. For example, we need to ensure all our staff are DBS checked before employing them.
• The Outdoors Group has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the company to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. The company may also need to process data from job applicants to respond to and defend legal claims.
• The Outdoors Group may process special categories of data such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. We may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. The company processes such information to carry out its obligations and exercise specific rights in relation to employment.
• For some roles we are obliged to seek information about criminal convictions and offences as it is necessary to carry out our obligations and exercise specific rights in relation to employment.
• If your application is unsuccessful, we may keep your personal data on file in case there are future employment opportunities for which you may be suited. We will ask your consent before we keep your data for this purpose and you are free to withdraw your consent at any time.
• Your medical history and health information is collected in the company’s legitimate interest to ensure that we meet our duty of care for our employees. The information provided on this form will be used by the organisation to determine if it is safe for you to undertake a work task or if the activities that you are required to undertake will exacerbate any pre-existing medical conditions.

What we need
When you apply for a job with The Outdoors Group, you will be asked to provide:

• Your name, address and contact details, including email address and telephone number
• Details of your qualifications, skills, experience and employment history
• Information about your current level of renumerations, including benefit entitlements
• Whether you or not you have a disability for which Then Outdoors Group needs to make reasonable adjustments during the recruitment process
• Information about your entitlement to work in the UK
• Information about you if you have lived or worked overseas for more than 3 months within the last 5 years
• Your personal proof of identity in the form of passport copies, or a UK driving license and/or utility bills.
• Your medical history and health
• Work absence information (such as number of absences and reasons)
• Outcome of your Disclosure and Barring Service (DBS) check and certificate number

What we do with it
We use the information that you have given us in order to ensure we meet all our necessary obligations which is imposed on the Company in relation to employment, social security and social protection law (e.g. safeguarding individuals at risk; protection against unlawful acts; prevention against fraud) This is usually applicable where we are performing our duties under employment related laws e.g. in relation to health and safety, equality or tax or where we have taken action to safeguard students at risk.

Sharing your information and data processors
We may share this information with organisations that require your information to process various checks to ensure your suitability for the role you have applied for. For examples the Disclosure Barring service to process DBS checks. This will also include your past employers for references. This is done to meet our legal obligations we have to ensure are done to enable us to enter into an employment contract with you. We will not share your personal details with other organisations or companies for the purposes of those organisations’ or companies’ marketing.

Department for Education (DofE): We have a legal requirement to share certain information about our employees and governors to the DofE.

Ofsted: We may be required to support an Ofsted inspection, where an inspector asks to see a sample of the school’s records. These records could identify a student, employee or visitor. Any personal information the inspector may see, will not be taken away or used in their reports.

Police and law enforcement agencies: We may be required to share information about any person we hold information about, to the police or other law enforcement agencies, to assist them in an investigation or to prevent or detect a crime or safeguard individuals at risk.

HMRC, banks and pension providers: We share information with these to manage payments and meet our obligations regarding tax.

 Service Providers: We use companies that provide us with a service to help us run effectively as a Company; the services we often receive are IT support, professional or legal advice, learning or teaching resources, communication services, catering or transport. To receive these services, we sometimes need to share personal information. These include:

• Microsoft, for storing and transferring information;
• PeopleHR, for managing our staff records;
• Xero, payroll processing; and

Bookeo, for managing bookings, including records of staff associated with bookings.