Who we are
Duncan Place is a Scottish Charitable Incorporated Organisation. We are a charity registered in Scotland SC048100. Our registered office is Duncan Place Community Hub, 4 Duncan Place, Leith, Edinburgh, EH6 8HW.
This privacy notice tells you what data we collect and what we use it for.
What information do we collect?
When you apply to become a Duncan Place member of staff, during the various stages of the recruitment process we will collect some or all of the following:
- personal details such as name, address, phone numbers;
- name and contact details of your next of kin;
- information of any disability you have or other relevant medical information;
- UK right to work documentation;
- information required for equality monitoring purposes, such as ethnicity, race, religion, sexual orientation, gender, marital status;
- information gathered via the recruitment process such as that entered into an application form, CV or included in a CV cover letter;
- references from former employers;
- details on your education and employment history etc;
- bank details, national insurance number, tax code;
- information required to become for membership of the PVG scheme;
- criminal conviction data: This is only collected where it is appropriate given the nature of the role and where the law permits us. This data will usually be collected at the recruitment stage, however, may also be collected during your employment. We use criminal conviction data to determine your suitability, or your continued suitability for the role. We rely on the lawful basis of legal obligation to process this data. Please see the Privacy General Overview for details.
How we use the information?
At various stages of the recruitment process we will use the details provided to select candidates to interview, to select candidates to offer employment to, to contact candidates as their application progresses, to gain references, to seek professional advice if required regarding reasonable adjustments, to apply for PVG membership (where applicable), to add successful candidates to systems such as payroll & banking.
We will not share your information with any third parties not previously mentioned unless we have asked for your consent to do so.
If your application is not successful and we have not sought consent or you have not provided consent upon our request to keep your data for the purpose of future suitable job vacancies, we will keep your data for six months once the recruitment exercise ends.
If we have sought your consent to keep your data on file for future job vacancies, and you have provided consent, we will keep your data for nine months once the recruitment exercise ends. At the end of this period, we will delete or destroy your data, unless you have already withdrawn your consent to our processing of your data in which case it will be deleted or destroyed upon your withdrawal of consent.
If you start employment at Duncan Place your data will be deleted or destroyed seven years from when the employment ends.
Your rights over your information
By law, you can ask us what information we hold about you, and you can ask us to correct it if it is inaccurate.
You can also ask us to give you a copy of the information and to stop using your information.
To submit a request for your data, please contact us by email, post or telephone, please use the contact information provided above.
How to contact us
You can write to us at the address above or contact us by email or phone at: info@duncanplace.org or telephone 0131 364 4350.
Your right to complain
If you have a complaint about our use of your information, you can contact the Information Commissioner's Office online at https://ico.org.uk/concerns or by phone on 0303 123 1113.
