Before you can submit your volunteer application form we need your consent to hold your data and process it.

The information below highlights who handles your data, how it is handled how it is handled how it is processed and your rights.

Who is collecting your data?

The recruiting organisation (Ileap and Warwickshire County Council) are collecting your data for recruitment, selection and employment related purposes only.

What information is being collected?

The personal information we are collecting as part of your application will typically consist of;

  • Your contact information (Name, address, email, contact telephone number)
  • A description of your work experience, skills and education
  • Your responses to specific application questions
  • Any referee contact information you provide us (Name, address, email, contact telephone number)
The recruiting organisation will also collect sensitive personal data which will consist of your;
• Religion, • Ethnic origin, • Sexual orientation, • Disability status

Any sensitive personal data provided, will be used only to produce and monitor equal opportunities statistics.


As part of the selection process you may be required 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 the recruiting organisation. For example, you might complete a written test, or we might take interview notes.

Offer and Pre-Employment Checks

When an offer of employment is made, you will be asked for information so that pre-employment checks can be carried out.

The recruiting organisation will typically;

  • Ask you to provide proof of your identity and ability to work in the UK
  • Request proof of your qualifications that are relevant to the role
  • Ask you to complete a Criminal Record check via the Disclosure and Barring Service (When required)
  • Contact your referees, using the details you provide in your application, directly to obtain references
  • Ask you to complete a questionnaire about your health in order to establish your fitness to work.
  • Request your bank and tax details from you – in order to process your salary payment
  • Ask for your Emergency contact details – so we know who to contact in case you have an emergency at work
How is it collected?

Once you have submitted your application, further information may be collected as you move through the recruitment and selection process. This information could be requested or provided verbally, written (online or paper). Your information may also be collected from a variety of other sources typically;
• Referees you have provide consent for , • DBS checks (where required), • Medical information (if required)

Why and how is it being collected?

Your information is being collected to;

  • Assess your suitability for the job in question.
  • Enable the Recruiting organisation to verify the accuracy of information which you provide.
  • Comply with relevant laws or regulations.
  • Check and verify your identity.
  • Produce and monitor equal opportunities statistics.
The recruiting organisation has processes in place to ensure your data is securely and confidentially managed.
How long will you keep my data for?

Unsuccessful Candidates

Your data will be retained for 6 months from the time you are made unsuccessful. Once it reaches this retention end date it will be deleted/destroyed along with any other information gathered throughout the recruitment process.

Successful Candidates

If you are successful you will become an employee of the recruiting organisation.

Your data collected throughout the recruitment process i.e. (application form, References, emergency contacts) will be transferred by the recruiting organisation into their HR and payroll system to create your employee record.

Who will it be shared with?

Your personal data may be passed to third party organisations working in partnership with the recruiting organisation to assist them in the recruitment process. This could include screening and interviewing prospective employees, medical checks or background checks.

Those third party organisations who access your information while providing services on the recruiting organisations behalf will be governed by an agreement to make sure that they protect your information and keep to data-protection and privacy laws which apply.

Your rights

Under the Data Protection Act, you have rights as an individual which you can exercise in relation to the information we hold about you.

You can read more about these rights here –