People who apply to work at IPEM

How we collect your data
We collect data about you from the application form and any supporting documents that you send to us in response to an advert.

Purposes of the processing
Personal information (images/photographs) which you supply will be used
• To select the best candidate
• Offer the best candidate the job advertised
• To feedback to unsuccessful candidates

Legal basis for processing
We process your information under the legitimate interest basis for processing.

Legitimate Interest
The applicant expects the application form to be processed so that they can provide the selection panel the information on which to appoint the best person for the job.

Data retention period
We will only keep your Equality Opportunities Monitoring information until we have updated the anonymised Equal Opportunities monitoring spreadsheet and no longer than 7 days.

If you are unsuccessful we will keep application form for 6 months to allow feedback and recruitment of other similar posts that become vacant.
If you are successful we will keep your application form until termination of your contract + 6 years

Categories of personal data
We will keep the following categories of personal data:

Personal Details
• Name
• Home Address
• Email Address
• Education and Qualifications
• Professional Registrations or Membership
• Employment History and main duties
• Personal Statement
• References
• Equal Opportunities Monitoring Form

Sharing and disclosure of personal information

We will also ask you for some special category personal data when you apply to work at IPEM such as your ethnic origin, details of any disabilities, your religion or belief , your sexual orientation and gender identity as well as data which will give us information on social mobility and caring responsibilities.

It is not mandatory that you provide this data and you can choose what personal data you want to share.  The legal basis for this collection is your consent and we will use this data for diversity and inclusion monitoring and analysis.

Data Security

Only very few designated named people in the national office will have access to the special category data and they have signed data confidentiality agreements.  We will only share completely anonymised reports with other groups (for example workforce reports) and at no point will an individual answer be recognisable. 

Who we share your data with
We share some of your data with other organisations and individuals who process data on IPEM’s behalf (Data Processors). The use of the data we share is strictly limited, by contract, to those purposes.

With our IT Software & IT Support Service Providers
We share your personal data that we hold with our IT and IT support Service Providers to ensure that you get the best possible service.