1. Introduction


Under data protection law, individuals have a right to be informed about how the Federation and its Academies use any personal data that is held about them. We, the Harris Federation, comply with this right by providing Privacy Notices to individuals where we are processing their personal data.


Our Terms of Use are specific to you as an applicant and refers to the personal information you submit to the Harris Federation as part of a job application, and which maybe requested during our recruitment process


We take great care in ensuring a safe and secure application and recruitment experience. Our Terms of Use cover the information you submit to us via our Applicant Tracking System, and must be agreed each time you signing to your account, or apply for a position with the Harris Federation.

2. Definition 


An applicant is deemed to be an individual seeking employment who may register interest in employment opportunities, or complete an electronic form(s) as part of the recruitment process. Applicants are required to complete mandatory requests for information as part of this process, and will remain an applicant until the contractual commencement of employment.

3. Data controller and processors 


Harris Federation is the Data Controller for the purposes of data protection law and therefore will determine the purposes for which personal data is processed (the ‘why’ and the ‘how’). Our Academies and authorised 3rd parties process and ‘use’ data on behalf of (under the supervision/control) the Federation and are therefore Data Processors. 


The Federation will ensure that your personal data is processed fairly and lawfully, is accurate, is kept secure and is retained for no longer than is necessary. 

4. The categories of personal data we hold 


We process data relating to those we employ, or otherwise engage, to work at our Academies and Head Office. The nature of the personal data we collect, depends on the position you are applying for and the stage of the recruitment process you reach.


Please refer to our Privacy Notice for full details as to the personal data that we may collect, use, store and share during our recruitment process.

5. Why we use this data 


The purpose of processing this data is to help the Federation and its Academies recruit the right person for the role we have advertised. Please refer to our Privacy Notice to understand how we may use your personal information. 

6. Collecting this information


The personal information we collect about you comes primarily from applications or other forms and materials you submit to the Harris Federation during the course of your relationship with us.


Whilst the majority of information we collect from you is mandatory, there is some information that you can choose whether or not to provide to us. Whenever we seek to collect information from you, we will make it clear whether you must provide this information (and if so, what the possible consequences are of not complying), or whether you have a choice. However, failure to provide some of the requested information may result in our being unable to carry out our recruitment and preemployment checks correctly and as efficiently as we would like.


We will try to ensure that all information we hold about you is accurate, complete and up to date, but we expect you to help us in this regard by promptly notifying us if there are any changes to your personal information. 

7. How we store this data 


Applicant data is stored via a third party Data Processor who facilitates the recording and storing of data collected during the application process. The Harris Federation remains the Data Controller at all times. Our Data Processor is registered with the Information Commissioner’s Office as a data processor with registration number Z1464102. As a hosted solution handling personal data, it complies with the UK and EU data protection laws. All data is stored on datacentres in the UK only. 


Personal data will not be retained by the Federation for longer than is necessary in relation to the purpose for which it was collected. Once your application has ended, we will retain your personal application data in line with our Privacy Notice, before deleting the information in accordance with our Records Retention Policy. 


Please note that our Records Retention Policy will take effect from the date of your last active application, not from when you created your account. 

8. Data sharing 


As part of the recruitment process we may share your personal information (including sensitive personal information) with one or more of our Academies in order to identify suitable jobs. This might also include a school, which is in the process of joining the Harris Federation. In such cases we only share information with selected persons of said school or academy, and their advisors e.g. governing body. For full details about the sharing of data, please review our Privacy Notice. 


Some third parties that provide services to us are based outside the European Economic Area. We will only use third parties if we are satisfied with their levels of security. Keep in mind that when you give us personal information it could be being transferred, stored or processed in a location outside the EEA.

9. Job alerts


The Harris Federation has a job alerts service, which we use to notify you of job opportunities. To subscribe (consent to receive) job alerts emails, you will be required to provide your email address. This will be used for the purpose of keeping you informed, by email, of the latest jobs in your nominated regions, subjects, preferences and/or will provide you with newsrelating to the Harris Federation only.


Should you decide that you no longer wish to receive this information, unsubscribe links are provided in every job alert email that you receive. Job alert emails originate from and are sent by JobTrain, a Data Processor, and you have full control over your account, preferences and personal information. 

10. Curriculum vitae (CV) 


As part the application process to a job, you will have the option of submitting your CV via our website or by providing your CV to one of our resourcing team. CVs will only be considered as a supporting document in an application for a specific job, or for consideration by our resourcing team for positions that are yet to arise. Your CV will be stored in our application system and will be accessible only by the Harris Federation resourcing team in the UK, or selected individuals within our academies across the Federation.


You can update your CV at any time, simply by following the same procedure to submit a new application. Your old CV will automatically be archived providing the submission details remain the same (for example you submit both CVs using the same email address or you advise the relevant contact of your new submission). CVs will be deleted in accordance with our Records Retention Policy. 

11. Transferring data internationally 


Where you are registered as a candidate on our database in the UK, your personal information will not be accessible by, transferred or duplicated to anyone outside of the Harris Federation without your consent. Where your data may be transferred to any third party outside the European Economic Area (EEA) we will give you the opportunity to withhold your consent to such a transfer. 


If we do transfer your personal data to a third party outside the EEA, we will only do so if they have been deemed to provide an adequate level of protection for personal data by the European Commission. 

12. Deleting your account 


You can request to delete your account and any associated applications at any time. Your account information will be deleted once we have confirmed it is not subject to any legal investigation. You can at any time withdraw or delete an application, or permanently delete your account.


If you want to delete your Harris Careers account you must do so by signing into your account and selecting the “Remove My Profile” option from the My Profile menu. 

13. Contact details 


If you have any questions, concerns or would like more information about anything mentioned in our Terms of Use, please contact our DPO, details below: Data Protection Officer, Harris Federation dpo@harrisfederation.org.uk