SNV is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at Smartrecruiters@snv.org
What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.
If you use our online application system, your data will be collected by a data processor on our behalf (please see below).
We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.
Our hiring managers shortlist applications for interview.
We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by SNV.
If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of 1 year. If you say yes, we would proactively contact you should any further suitable vacancies arise.
If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the country where the job has to be fulfilled and seek assurance as to their trustworthiness, integrity and reliability.
You will therefore be required to provide:
- Proof of your identity – you will be asked to make scans of your original documents
- Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
- We will contact your referees, using the details you provide in your application, directly to obtain references
If we make a final offer, we will also ask you for the following:
- Bank details – to process salary payments
- Emergency contact details – so we know who to contact in case you have an emergency at work
Post start date
Some roles require a higher level of security clearance – this will be clear on the advert.
Our Code of Conduct requires all staff to declare if they have any potential conflicts of interest. If you complete a declaration, the information will be held on your personnel file.
Use of data processors
Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
If you use our online application system, you will provide the requested information to SmartRecruiters who provide this online service for us. Once you click ‘apply now’ you will be taken to SmartRecruiters’ website and they will hold the information you submit but SNV will remain responsible.
Here is a link to their Privacy Notice.
How long is the information retained for?
If you are hired, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 7 years following the end of your employment. This includes records of any security checks and references.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 1 year from the closure of the campaign.
Information generated throughout the assessment process, for example interview notes, is retained by us for 1 year following the closure of the campaign.
SmartRecruiters will provide us with management information about our recruitment campaigns. This is anonymised information which tells us about the effectiveness of campaigns, for example, from which source did we get the most candidates, equal opportunities information for monitoring purposes. This anonymised information will be retained for 7 years from the end of the campaign.
How we make decisions about recruitment?
Final recruitment decisions are made by hiring managers and members of our recruitment team. All of the information gathered during the application process is taken into account.
You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing Smartrecruiters@snv.org
We also offer opportunities for people to come and work with us on a secondment basis. We accept applications from individuals or from organisations who think they could benefit from their staff working with us.
Applications are sent directly to SNV. Once we have considered your application, if we are interested in speaking to you further, we’ll contact you using the details you provided.
We might ask you to provide more information about your skills and experience or invite you to an interview.
If we do not have any suitable work at the time, we’ll let you know but we might ask you if you would like us to retain your application so that we can proactively contact you about possible opportunities in the future. If you say yes, we will keep your application for 1 year.
If you are seconded to SNV, we will ask that you complete:
- A consent declaration
Also you will be expected to adhere to a confidentiality agreement and code of conduct which will be agreed with your organisation.
We ask for this information so that we fulfil our obligations to avoid conflicts of interest and to protect the information we hold.
It will be retained for the duration of your secondment plus 7 years following the end of your secondment.