1. Healthcare

The information we collect about
job applicants or staff
When you apply for a job at the Youth Justice Board (YJB), we collect your
personal data for us to perform our duty of monitoring and administering our
human resources (HR).
This can include your:

name

age

email

postal address

work

education history

work eligibility details

your responses to the questions asked as part of the application process

any other information necessary
We collect this information mainly through the job application forms you email to
us. We also receive information directly from new staff relating to:

proof of identity-driving licence

passport details

emergency contact details

bank details

NI number

date of birth
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
religion

information about dependents

medical history

details about child support payments
How we use job applicants/staff information
We use your education, employment and criminal record history to make
recruitment decisions for job applicants. We also use other personal information
for:

administering payroll and pension

checking your right to work

monitoring our commitment to equality and diversity

administering maternity/paternity leave

administering childcare vouchers

conducting occupational health assessments

grievance and disciplinary actions

general HR advice for YJB staff
From time to time, we use the information you provide through our equality and
diversity form to monitor and meet our commitment to equality and diversity. We
may also provide aggregate information to third parties for analytical purposes.
This aggregate information will not include information that can be used to
identify any individual.
How we protect your information
We keep your information confidential and any information about you is stored
electronically in a folder only accessible to HR staff. All paper files containing
personal information are stored in secure cabinets and only accessible to HR
staff that need the information to fulfil their official duties.
The internal procedures of the YJB cover the handling, storage, access and
disclosure of your information in line with the DPA. We will use all reasonable
efforts to safeguard your personal information. The YJB processes all its data
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within the UK. However, because the use of the internet is not entirely secure,
we cannot guarantee the security or integrity of any personal information which
is transferred from you through the internet.
Updating your details and consent
We want to ensure that your personal information is accurate and up to date. If
any of the information that you have provided to the YOT changes, for example
if you change your address, please let them know the correct details so that
they can update it.
By supplying your information directly to us or any of our partners in the youth
justice system, we will use that information as set out in this policy. If we change
our privacy policy, we will change this content, and may place notices on other
pages of the website, so that you are aware of the information we collect and
how we use it at all times.
Terminology
Agent /subcontractor
An agent or subcontractor is someone who acts on behalf of the YJB.
Aggregate
Aggregate data is what we collect and process as a whole. This enables us to
look at demographic and geographic trends to help us produce a better service
in the future.
Data Protection Act 1998
The Data Protection Act 1998 sets out the principles relating to the use of data.
This is to ensure that the rights of the person who is the subject of the data are
protected under the law.
Personal data
Personal data is information that relates to a living individual, who can be
identified by that data or from other information which is in the possession of, or
is likely to come into the possession of the YJB.
Privacy policy
The privacy policy explains the ways that we try to protect the privacy of
individuals whose personal information we process.
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Recruitment process
The recruitment process is how we gain employment and recruit new staff. The
ongoing administrative process is involved once an individual has gained
employment.
Sensitive personal data
Sensitive personal data consists of information on the:

racial or ethnic origin of the data subject

political opinions

religious beliefs

other beliefs of a similar nature

membership of a trade union

physical or mental health or condition

sexual life

the commission or alleged commission of any offence

any proceedings related to any offence
Statutory function
The statutory function is an official role which is carried out under a written law.
Third Parties
Third parties are companies and people other than the YJB.
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