The BSA is the data controller for the information you provide during the recruitment process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at

[email protected]

As part of any recruitment process, the BSA collects and processes personal data relating to job applicants. The BSA is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does the BSA collect?

The BSA collects a range of information about you. This includes:

  • your name, address and contact details, including email address and telephone number;
  • details of your qualifications, skills, experience and employment history;
  • information about your current level of remuneration, including benefit entitlements;
  • whether or not you have a disability for which the BSA needs to make reasonable adjustments during the recruitment process or assess whether you are eligible to an interview as part of the BSA’s commitment to being a Disability Confident employer; and
  • information about your entitlement to work in the UK.

The BSA may collect this information in a variety of ways. For example, data might be collected via our recruitment platform, contained in application forms, CVs or cover letter, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment including online tests.

The BSA may also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks if applicable to the role. The BSA will seek information from third parties only once a conditional job offer to you has been made and will inform you that it is doing so.

We now also collect diversity information on applicants to monitor how successful different groups are when being recruited by the BSA. Going forwards this will help inform improvements to our recruitment processes. To learn more about the BSA's Equality, Diversity and Inclusion work click here.

The diversity information we collect from applicants will not be used as part of the hiring process, and will not be made visible to the hiring manager. If you are unsuccessful in your application, the information will be held for 6 months and then anonymised. If you are successful in your application the information will be held for the duration of your employment.

Diversity data we collect includes:

  • gender identity
  • marital/civil partnership status
  • age
  • ethnicity
  • health information (impairment/disability/long term illness)
  • neurodiversity
  • sexual orientation
  • religion/belief
  • caring responsibilities
  • education
  • free school meal eligibility from childhood

Why does the BSA process personal data?

The BSA needs to process data to take steps prior to entering into a contract with you. It may also need to process your data to enter into a contract with you.

In some cases, the BSA needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.

The BSA 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 the BSA to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. The BSA may also need to process data from job applicants to respond to and defend against legal claims.

The BSA may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics on diversity. It may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. The BSA processes such information to carry out its obligations and exercise specific rights in relation to employment.

For some roles, the BSA may be obliged to seek information about criminal convictions and offences. Where the BSA seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.

The BSA will not use your data for any purpose other than the recruitment exercise for which you have applied.

If your application is unsuccessful, the BSA may keep your personal data on file in case there are future employment opportunities for which you may be suited. The BSA will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.

Who has access to data?

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 for which GDPR compliance is part of their terms and conditions. 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.

The BSA outsources its HR services to the HR Services Partnership Ltd who provide elements of our recruitment service on our behalf. Data will be stored in their IT system and email server. You can see their privacy information here.

Your information may also be shared internally at the BSA for the purposes of the recruitment exercise. This includes interviewers involved in the recruitment process, managers in the area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.

The BSA will not share your data with other third parties, unless your application for employment is successful and it makes you an offer of employment.

The BSA will not transfer your data outside the European Economic Area.

How does the BSA protect data?

The BSA takes the security of your data seriously. It has 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 employees in the proper performance of their duties.

Secure operating environments – the BSA stores your data in a secure cloud hosted service only accessible to BSA employees and contractors on a need-to-know basis.

Prior authentication for access to systems - BSA requires two step authentication from employees to verify their identity before they can access the cloud hosted service. This is aimed to prevent unauthorised access.

For how long does the BSA keep data?

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign. If you have given us consent for your data to be retained for future opportunities with the BSA, you will be advised of the relevant retention period.

Information generated throughout the assessment process, for example interview notes, is retained for 6 months following the closure of the campaign.

Equal opportunities information is retained for 6 months following the closure of the campaign whether you are successful or not.

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. The periods for which your data will be held will be provided to you in a new privacy notice.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require the BSA and its data processors to change incorrect or incomplete data;
  • require the BSA and its data processors to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
  • object to the processing of your data where the BSA is relying on its legitimate interests as the legal ground for processing.
  • If you would like to exercise any of these rights, please contact Gill Riches, [email protected]
  • If you believe that the BSA has not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

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

Automated decision-making

Recruitment processes at the BSA are not based solely on automated decision-making.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated 06/07/2018