NRAS Employee & Applicant Privacy Policy

1.1. Job Applicant Privacy Notice

NRAS collect and process personal data relating to job applicants as part of our recruitment process. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.

This notice sets out the basis on which we collect, use, and disclose the personal data of our job applicants, as well as your rights in respect of such personal data.

What information does the Charity collect and how?

NRAS collect a range of information about you. This includes:

  • name, address, and contact details, including email address and telephone number.
  • details of your qualifications, skills, experience, and employment history.
  • information from interviews and phone-screenings you may have.
  • information about your current level of remuneration, including benefit entitlements.
  • information about your entitlement to work in the UK; and
  • equal opportunities monitoring information, including information about your ethnic origin.

We may collect this information in a variety of ways. For example, data might be contained in application forms or CVs (including when these are sent to us as part of speculative applications or queries), obtained from your passport or other identity documents, or collected through interviews or other methods of assessment.

We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from third parties only once a job offer has been made to you.

Data will be stored in a range of different places, including on BreatheHR (upon commencement of employment), in our HR management folder on our NRAS Sharepoint/server and our email system whilst recruiting is in active status. All documents outside of the HR Sharepoint server area, BreatheHR will be deleted.


1.2. Why do NRAS process personal data?

NRAS collect and process your data for a number of purposes and where we have a legal basis to do so, as follows.

NRAS has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.

In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant’s eligibility to work in the UK before employment starts.

NRAS may process information about whether or not applicants are disabled so we can make reasonable adjustments for candidates who have a disability. Where we process other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes. Our processing of these types of data will be carried out to ensure you or us can meet our obligations or exercise our rights under law related to employment or (only where applicable) to enable us to establish, exercise or defend legal claims.

We will not use your data for any purpose other than the recruitment process of which you are a part.


1.3. Who has access to data?

Your information may be shared internally within the company for the purposes of the recruitment process to relevant Line Management or the SMT (Senior Management Team). This includes members of the HR team, interviewers involved in the recruitment process, and managers in the business area with a vacancy.

We will not share your data with third parties unless your application for employment is successful, and an offer of employment is made. We will then share your data with former employers in order to obtain references. We may also share your data with our group companies, for business performance and other types of monitoring and management purposes and, if you are applying for a senior management position with us, we may share your data with our trustees.

In addition, we may need to share your personal information with a regulator or otherwise to comply with the law.


1.4. How does NRAS protect data?

NRAS takes the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused, or disclosed, and is not accessed except by our personnel in the proper performance of their duties.


1.5. For how long does NRAS keep data?

For contracted employees your CV will be stored on Breathe and the HR sharepoint confidential site folder up until 3 years after you are no longer an employee of NRAS. Other application CVs will be deleted upon successful placement of a candidate.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment (also within BreatheHR).


1.6. Your rights

You have the right to:

  • access your data
  • correct your data
  • delete your data
  • restrict how we use it
  • object to how we use it
  • withdraw consent
  • make a complaint

To exercise any of these rights, please contact our Data Protection Lead:

  • By email: data@nras.org.uk
  • By phone: 01628 823524
  • By post: Data Protection Lead, NRAS, 3 Beechwood, Grove Park Business Park, Maidenhead SL6 3LW

Please tell us which right you want to use and give us enough information to identify you and understand your request.

We will respond as soon as we can and within the time required by data protection law.

You also have the right not to be subject to a decision based only on automated processing if it has a legal or similarly significant effect on you, unless the law allows this and safeguards apply.

If you believe that the company has not complied with your data protection rights, you can complain to the Information Commissioner’s Office  https://ico.org.uk/).


1.7. What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to NRAS during the recruitment process. However, if you do not provide the information, we may not be able to process your application.

Updated: 05/08/2026

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