How we use your information when you apply.

Who we are

International British Online School (iBOS), 156 Clapham Park Road, London SW4 7DE, is the controller of the personal information you give us when you apply for a job with the school. This notice explains what we collect, why, who sees it, how long we keep it and your rights.

What we collect

When you apply through this website we collect:

• your name, email address, phone number and where you live;
• your current position and employer, and your right to work in the UK;
• your cover note, CV and any certificates, qualifications or other files you upload;
• the names and contact details of any referees you give us.

As your application progresses we add shortlisting notes, interview feedback and the outcome. For the successful candidate we also collect what safer recruitment requires: proof of identity, qualifications and right to work, references, an enhanced DBS check or the overseas equivalent, and the results of online searches carried out on shortlisted candidates in line with Keeping Children Safe in Education.

Why we use it and our lawful basis

We use your information to assess your suitability for the role, to contact you about your application, to arrange interviews and to make and record appointment decisions.

• Steps before a contract: you ask us to consider you for a job, and we need your information to do so (UK GDPR Article 6(1)(b)).
• Legitimate interests: recruiting suitable staff fairly, keeping a record of how decisions were made and defending them if challenged (Article 6(1)(f)).
• Legal obligation: right-to-work checks and the safeguarding checks a school must carry out before an appointment (Article 6(1)(c)).

Information about criminal convictions is used only as safer-recruitment law and guidance require, under the conditions in Schedule 1 of the Data Protection Act 2018. Roles working with children are exempt from the Rehabilitation of Offenders Act 1974. If you tell us about a disability so we can adjust the interview, we use it only for that purpose.

Who sees it

• The HR team, who manage the recruitment.
• The hiring panel for the role: the hiring manager and the staff who shortlist and interview. Interview panel members see your CV, not your contact details.
• Your referees, but only once you agree that we may contact them.
• For the successful candidate, the bodies that carry out checks, such as the Disclosure and Barring Service.
• The companies that host the school’s systems and email, acting on our instructions under contract.

We do not sell your information or use it for marketing.

How long we keep it

• If you are not appointed, we keep your application for 6 months after the recruitment campaign closes, then delete it.
• If you are appointed, your application and pre-employment checks move to your staff file and are kept under the staff privacy notice.

Your rights

You can ask for a copy of your information, ask us to correct or delete it, ask us to restrict or stop using it, and withdraw your agreement for us to contact referees. Some rights depend on the lawful basis we rely on; we will explain if one does not apply.

If you are unhappy with how we have handled your information, please tell us first. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

Contact

For anything about your application or this notice, email HR at hr@ibos.education. To make a data-protection request, you can also write to hr@ibos.education or to the school at 156 Clapham Park Road, London SW4 7DE.