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Registration and Psychometric Testing for Wholetime Recruitment Privacy Notice

This privacy notice tells you what to expect us to do with your personal information. 

Contact details for our Data Protection Officer 

Data Protection Officer
Dorset & Wiltshire Fire and Rescue Service (DWFRS)
Five Rivers Health and Wellbeing Centre
Salisbury
Wiltshire
SP1 3NR 

01722 691000 

[email protected] 

What information we collect, use, and why 

When our application process opens, and if you choose to apply, you will initially complete an online registration by clicking on a link in our advert. This will take you to a host website, Talogy, who act as a data processor on our behalf, where you will be asked to complete the registration process. Their privacy policy is available on their website (https://talogy.com/en/legal/privacy-policy/). 

Talogy will collect or use the following personal information for the purposes of administering a behavioural styles questionnaire and situational judgement tests to support the wholetime recruitment process: 

In addition to the above, Talogy will also collect the following special category information to monitor the diversity of the candidates throughout the recruitment process: 

Talogy will also collect “yes” or “no” responses to the following questions: 

Decisions regarding your eligibility to continue in the recruitment process are made via automatic processing of your ‘Yes’ or ‘No’ responses to these questions, which are based on established eligibility requirements for the role of a firefighter. Everyone must meet these eligibility requirements and there are no exceptions to these. If you wish to have the decision about your eligibility reviewed, you must contact [email protected] within 5 days of receiving your outcome. 

Candidates’ results will be accessed by HR Solutions Hub, who act as a data processor on our behalf and who are the licence holders for Talogy. Their privacy policy is available on their website (https://www.hrsolutionshub.co.uk/). HR Solutions Hub will provide the information to us in a readable format and, based on the outcomes of the tests, we will tell HR Solutions Hub which candidates are successful and unsuccessful and ask them to send invites to the next stage or regrets.  

The next stage of the process will ask you to complete a series of verbal, numerical and mechanical reasoning tests, which are hosted by Test Partnership, who act as a data processor on our behalf. Their privacy policy is available on their website (https://www.testpartnership.com/data-protection.html). 

Test Partnership will collect or use the following personal information for the purposes of administering these tests to support the wholetime recruitment process: 

Candidates’ results will be accessed by HR Solutions Hub, who act as a data processor on our behalf and who are the licence holders for Test Partnership. Their privacy policy is available on their website (https://www.hrsolutionshub.co.uk/).HR Solutions Hub will provide the information to us in a readable format and, based on the outcomes of the tests, we will tell HR Solutions Hub which candidates are successful and unsuccessful.  Those who are successful at this stage will be sent a link to complete a Dorset & Wiltshire Fire and Rescue Service (DWFRS) application form through our e-recruitment system. 

All data provided will be used by DWFRS for the purposes of you undertaking the wholetime recruitment process and for evaluation purposes. 

For further information about how we process your personal information please see our privacy policy (https://www.dwfire.org.uk/about-us/accessing-information/data-protection/privacy-policy/).  

Lawful bases and data protection rights 

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.  

Which lawful basis we rely on may affect your data protection rights which are set out in brief in our overarching privacy notice. You can find out more about your data protection rights and the exemptions which may apply on the Information Commissioner’s Office (ICO) website.  

Our lawful basis for the collection and use of your personal information 

Our lawful basis for collecting or using personal information collected during registration and psychometric testing as part of the wholetime recruitment process: 

(b) Contract – we have to collect or use the information so we can enter into or carry out a contract. 

Our lawful basis for the collection and use of your special category information 

Our lawful basis for collecting or using special category information for [purpose] is: 

(b) Employment, social security and social protection law (if authorised by law) – processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by Domestic Law or a collective agreement pursuant to Member State law providing for appropriate safeguards for the fundamental rights and the interests of the data subject. 

The requisite basis in law for the (b) employment, social security and social protection law condition comes from: 

The associated condition in UK law, set out in Part 1 of Schedule 1 of the Data Protection Act 2018 is: 

Where we get your personal information from 

All personal information used is collected from you (the data subject). 

How we store your information 

We keep your information within a secure SharePoint site, which is subject to strict security controls to ensure that access is limited to those who need to see it. Talogy, HR Solutions Hub and Test Partnership will store your information in accordance with their respective privacy notices. 

Information sent to us from HR Solutions Hub will be sent using password protection. 

How long we keep your personal information for 

If your application for employment is unsuccessful, we will hold your data for 12 months after the end of the recruitment process so we can respond to any queries and for statistical and evaluation purposes; and to produce the annual equalities data report. Anonymised data will be kept thereafter for monitoring purposes. 

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained for the duration of your employment plus 6 years thereafter. 

If your application for employment is successful, and you are held in a recruitment pool for possible future employment opportunities, we will retain your data for the period of time that you remain in the pool and the pool remains open.  After that period has elapsed, and if you have not received an offer of employment, your data will be held for 12 months so we can respond to any queries and for statistical and evaluation purposes; and to produce the annual equalities data report. Anonymised data will be kept thereafter for monitoring purposes. 

Talogy, HR Solutions Hub and Test Partnership will keep your information for the duration of the recruitment process plus an additional 12 months from the close of the process, after which time it will be securely destroyed or anonymised. 

How to complain 

If you have any concerns about our use of your personal information, you can make a complaint to us using the contact details at the top of this privacy notice. 

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF 

0303 123 1113 

https://www.ico.org.uk/make-a-complaint 

Last updated 

September 2024

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