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Privacy Policy

Recruitment Privacy Notice

  1. Introduction 

This Privacy Notice explains how British Cycling collects, uses, and protects your personal data when you apply for a role at British Cycling. We manage your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. British Cycling is registered as a data controller with the Information Commissioners Office (ICO) under registration Z1066209.

  1. Types of personal data we collect 

When you apply for a role at British Cycling, we will ask for information about you to assess your suitability for the role and to contact you about your application.

The types of information we collect include:

  • ID and contact details such as your name, address, email, phone number
  • Employment history and qualifications such as job title/position, employers, responsibilities, academic/professional qualifications, skills and experience
  • Right to work information such as passport or national ID, immigration/visa status
  • Details of your referees
  • Notes from an interview or assessment exercise
  • Criminal records check carried out by the Disclosure and Barring Service where we have made a provisional offer to your and it is a legal requirement for the role holder.

Sensitive or special category personal data

We will also ask for the following special category data from you:

  • Equality and diversity monitoring information such as age group, ethnic or racial origin, gender identity
  • Disability and medical data where it is provided for us to make reasonable adjustments so you can take part in the recruitment or assessment process.
  1. Who we collect personal data from 

We will collect personal data directly from you when you apply for a role at British Cycling or when you attend an interview or other type of assessment, but we may also collect information about you from recruitment agencies, and referees.

  1. How we use personal data and our lawful basis for processing 

British Cycling will use your personal data for the following purposes and relying on our legitimate interests, our preparations to enter into a contract with you, or because of a legal obligation:

Legitimate interests

  • To manage the recruitment process
  • To assess your suitability for the role 
  • To contact you about your application
  • To request references for you
  • To improve our recruitment processes

Contract

  • To process your data with a view to entering into a contract with you.

 Legal obligations

  • To check your eligibility to work in the UK
  • To defend or exercise our legal rights

Where we collect sensitive or special category data, we will use your personal data: To carry out our obligations and exercise our specific rights or the rights of the data subject in the field of employment, and to identify or keep under review equality of treatment or opportunity between different groups of people.

  1. Who we share your personal data with 

We may share your personal data with third parties who process data on our behalf, such as recruitment agencies, background check providers, and legal advisors, but only as necessary for the purposes described in this notice.

We use an online application system called Talos to collect most application data. They are acting as our data processor and are contracted to British Cycling to process this data only for our purposes.

  1. How we store personal data and how long we keep it 

We store personal data securely and retain it for as long as necessary for the purposes described in this notice, or as required by law.

If you are successful, we will retain information we collected during recruitment in your employee records for the duration of your employment and for six years after the end of your employment contract.

British Cycling Recruitment Privacy Notice                                                                  

If you are unsuccessful, we will keep background and DBS checks for six months from the decision date, and we will keep your application and interview notes for one year from the decision date.

  1. Transfer of personal data outside the UK 

We may transfer personal data outside the UK, but only to countries that provide an adequate level of data protection, or where appropriate safeguards are in place.

  1. Your data privacy rights 

Under data protection law, you have the following rights relating to your personal data:

  • The right of access to ask us for copies of your personal data we process
  • The right to rectification if you think the data we hold about you is inaccurate or incomplete
  • The right to erasure of your personal data in certain circumstances
  • The right to restriction of processing of your personal data in certain circumstances
  • The right to object to processing of your data in certain circumstances
  • The right to data portability to be able to transfer your data to another organisation
  • The right to withdraw consent if we are relying on your consent to process data

You also have the right to complain to the UK data protection regulator, the Information

Commissioner’s Office (ICO) ico.org.uk, about our collection and use of your personal data. 

  1. Updates to this Notice 

We may update this notice from time to time to reflect changes in our data processing practices or data protection law.

  1. Contact details

If you have any questions or concerns about this notice or our data processing practices, please contact us at dataprotection@britishcycling.org.uk . 

Last updated: September 2024