Welsh Government jobs and public appointments service: privacy notice

As data controller, Welsh Government will process the personal data you provide as part of the recruitment process in line with our public task and the official authority vested in us.

We will process it in order to:

• assess your suitability for a role with Welsh Government
• carry out pre-employment checks
• make necessary arrangements for you to join the organisation
• monitor the effectiveness of recruitment processes
• meet our legal requirements

Our HR Recruitment Team will use the contact details you provide to contact you about your application

We ask for information to assess your eligibility and suitability for the role you have applied for. You do not have to provide this but it may affect your application if you don’t (for example if you do not provide us with evidence of qualifications required for the role).

Some information is used for pre-employment eligibility checks (Baseline Personnel Security Standards - BPSS). You must provide this information.

Equality and diversity

We monitor and analyse diversity information to ensure that our employment practices are fair, transparent and promote equality. We are committed to recruiting, retaining and developing a workforce that reflects the diverse communities that we serve.

Your cooperation in providing us with accurate data will help us to meet our legal obligations set out under the Equality Act 2010.

Any information provided on your application form will be with your consent and treated as strictly confidential. It will not be used in any way which allows any individual to be identified and will be removed before the application forms are sent to the panel who will sift and interview you.

If you complete the Disability Confident Guaranteed Interview Scheme section of the application form, this information will be shared with those setting the minimum criteria for interview.

If you provide information on reasonable adjustments you need to participate in the recruitment exercise, this information may be shared with the interview panel and assessors to put your adjustment into practice.

In these instances, we will process your personal data to ensure equality of opportunity and treatment.

The information you provide will be:

• held securely and processed on our behalf by Oleeo (our recruitment system supplier)
• held for the duration of your appointment plus 2 years (if successful)
• held for 2 years after the recruitment scheme has closed (if unsuccessful)

We will not share your personal data with any third parties.

We may ask you to do any combination of the following:

• participate in assessment events
• complete tests or occupational personality profile questionnaires
• attend an interview

For example, you might complete a written test or we may take interview notes. This information is held by the Welsh Government. Information will be generated by you and by us and on occasion, third parties.

In certain recruitment schemes you may be directed to an external platform (such as that of the Government Recruitment Service) on which to complete assessments. They will have their own privacy statement for you to view.

Enhanced security clearance

Some roles at the Welsh Government require a higher level of security clearance. This will be made clear on the advert for the post or appointment. If this is the case, you will be asked to submit information via the National Security Vetting process to United Kingdom Security Vetting.

United Kingdom Security Vetting (UKSV)

United Kingdom Security Vetting (UKSV) will send Welsh Government the findings. If you fail national security vetting Welsh Government will need to review your suitability for a role. This may include:

• a review of how you can perform your duties
• changing your responsibilities
• moving you of out a post or withdrawing you from employment

National Security Vetting (NSV)

Some applicants will require National Security Vetting to protect against threats from hostile intelligence services. Welsh Government uses NSV to inform decisions on employment.

The Welsh Government may share information with other public bodies. These include:

• the Civil Service Commission (to allow the commission to discharge its statutory responsibilities in relation to compliance, complaints and investigation)
• the Advisory Committee on Business Appointments (to allow the committee to provide advice under the UK government’s Business Appointments Rules)
• the Office of the Commissioner for Public Appointments (to allow the commissioner to process case work in compliance with the Governance Code for Public Appointments)

You have the right:

• to see the personal data we are processing about you
• to ask us to rectify inaccuracies in that data 
• to object to processing (in certain circumstances)
• for your data to be ‘erased’ (in certain circumstances)
• to lodge a complaint with the Information Commissioner’s Office (ICO)

For more information you can contact the Resourcing Hub by email: resourcinghub@gov.wales.

If you wish to exercise your rights under the UK General Data Protection Regulation (UK GDPR), please contact:

The contact details for the Information Commissioner’s Office are: