Privacy Policy

OVERVIEW

1.1 This privacy policy makes it clear how we process and protect your personal data. This includes any information that you submit to our online recruitment software and any information gathered on this website.

1.2 By using this site you are agreeing to your data will be held, stored and processed according to the policy detailed below. We comply with UK Data Protection legislation (UK GDPR & UK Data Protection Act 2018) and as such your data is securely stored and only accessed by relevant and authorised personnel.

1.3 The purpose of the data collection and the type of data requested is decided by the Data Controller. In this instance the Data Controller is National Museums Scotland.

1.4 The Data Controller uses a Data Processor in order to collect, store and securely transfer your data. In this instance the Data Processor is Talos 360 Basecamp, 4 Webster Court, Carina Park, Warrington, WA5 8WD.

DATA SECURITY

2.1 The technology that we use has been designed with your security in mind. Our Data Processor’s servers are based in the UK and they deploy both technological and operational security measures along with internal policies specifically implemented to protect your data.

LEGAL BASIS

3.1 Our legal basis for processing your data is Legitimate Interests. The information that you provide to us will be used to process your job application and to provide you with information which may be of use.

3.2 The purpose of our data collection is to assess your suitability for the specific job role that you have applied for. We may also use this information to contact you about other similar job opportunities and may also statistically analyse your data.

3.3 We may also need to request and process your data if it is necessary for the performance of a contract or if we have a legal basis for doing so. This may include the data that you need to supply to us in order to satisfy the offer of a term of employment.

3.4 If we require your explicit consent to process any data as specified by UK Data Protection legislation then we will inform you of this consent requirement, and request your explicit “opt-in”, at the point of data entry.

WHAT DATA DO WE COLLECT?

4.1 The personally identifiable information that we identify, store and process on this site is that which is voluntarily provided to us. This includes (but not limited to):

Your CV
Cover letters
Personal information supplied such as your name, email address & phone number
Any details you enter into any application form
Any answers to questions that correspond with your recruitment preferences
Any supporting information that you provide to expand your candidate profile

YOUR DATA ACCESS RIGHTS

5.1 When it comes to your personal data you have the right to:

Rectify inaccurate or outdated information
Request to move your data (data portability)
Object to data processing
Withdraw your data consent at any time
Be forgotten
Ask for a copy of your data via a Subject Access Request (SAR)
Lodge a complaint with the UK’s Information Commissioner’s Office (ICO) or other relevant supervisory authority

5.2 If you think that there are any inaccuracies in your data or you would like to receive a copy of the information you have provided to us please contact dataprotection@nms.ac.uk with your request.

5.3 If you’d like to remove the data that you have supplied to us then you can do so by here and we’ll delete your records for you.

5.4 If you have a query or complaint about how your data is processed you can contact dataprotection@nms.ac.uk. You also have the right to contact the Information Commissioner’s Office if you have a complaint. (http://www.ico.org.uk).

SHARING DATA

6.1 The data that you submit to this site may be:

Made available to the Data Controller
Made available to the Data Processor
Used to communicate with you about your application
Used to communicate with you in regards to recruitment
Used to supply you with relevant (optional) job alerts
Added to a searchable candidate database
Analysed for our internal statistics to improve processes

6.2 Sometimes information may be processed on our behalf by relevant third parties; this includes but is not limited to: video interviewing companies, payroll software, and HR software.

6.3 We will not collect your information for unrelated purposes without first requesting your consent.

6.4 In some cases, we may be required by law, an official authority or regulatory requirements to process your personal information without your consent or knowledge, even after you have exercised your right to withdrawal, to be forgotten, or objected to processing. If this happens, we will only process the limited personal data that we are required to do so under these specific requirements.

LENGTH OF DATA STORAGE

7.1 If there is no activity on your candidate account for 12 months, it will be deactivated. You can also request to withdraw your details at anytime and thereafter your data will be fully anonymised for further protection.

PRIVACY POLICY CHANGES

8.1 We regularly review our privacy notice, and may make changes time to time. Any changes made will be posted to this page, and will apply from the time we post them. Please visit this page periodically, to ensure you are aware of any changes.

How to contact us

If you have any comments on our Privacy Notice, or information we hold about you please contact us:

by email to dataprotection@nms.ac.uk
or write to us at Data Protection Officer, National Museums Scotland, Chambers Street, Edinburgh, EH1 1JF.