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How Abbeyfield Bristol and Keynsham Society will use your Personal Data

Abbeyfield Bristol and Keynsham Society is the data controller for the information you provide during the recruitment process. If you have any queries about the process or how we handle your information, please contact us by email at or by writing to our office at 29 Alma Vale Road, Clifton, Bristol BS8 2HL.

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.

Application stage

If you use our online application system, your information will be collected by us at that point.

We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education and 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.

You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide will be used only to produce and monitor equal opportunities statistics.


Our hiring managers shortlist applications for interview. They will not be provided with your equal opportunities information, if you have provided it.


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 Abbeyfield Bristol and Keynsham Society, and is not disclosed to anyone who does not have a lawful reason for accessing it.

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 records for a period of six months. If you say yes, we would proactively contact you, should any further suitable vacancies arise.

Conditional offer

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 United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide:

Proof of your identity – you may be asked to attend our office with original documents, of which we will take copies.

Proof of your qualifications – you may be asked to attend our office with original documents, of which we will take copies.

You will be asked to complete a criminal records declaration to declare any unspent convictions.

If the role requires, you much provide your details to complete an application for an Enhanced Criminal Record check via the Disclosure and Barring Service.

We will contact your referees, using the details you provide in your application, directly in order to obtain references.

We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work.

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

Use of data processors

Our data processors are members of the office team who provide elements of our recruitment service for us. They cannot do anything with your personal information unless required to do so by, for example, the police or the local authorities. They will not share your personal information with any other organisation. They will hold it securely and retain it for the required period.

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