Tusla Recruit – Data Protection Notice

This notice is a statement of the practices performed by Tusla Recruit, relating to the collection and use of personal data. It also includes the steps taken to protect your personal data and respect your data protection rights.

This Data Protection Notice sets out the following:

1.How we collect and use personal data

We collect personal data to facilitate and manage the recruitment and onboarding process. Personal data is collected as follows:

Directly from you through:
- Documents/ forms (application forms, CVs, interview forms and onboarding documents)
- Email
- Telephone
- Systems (Tusla HireLab system)
From third parties, in limited circumstances such as:
- References from current and previous employer
- Occupational Health Service provider
- An Garda Siochana – National Vetting Bureau (in circumstances where Tusla may be required to make an application to for Garda clearance of an employee)

2.The purpose and legal basis for collecting personal data

Tusla will ensure that your data is processed fairly and lawfully in keeping with the principles of data protection and will process personal data under various legal bases depending on the purpose for which the data is collected. These may include:

Where Tusla is required to process personal data in order to comply with employment law.
Where the processing of personal data is necessary for the formation of a contract with you.
Where the processing of personal data is a statutory function of Tusla as a public body.

The purpose for each category of your personal data is set out in more detail in the below.

3.What personal data we hold and how we store and secure your personal data

The below describes Tusla Recruit’s approach to handling your personal data:

Personal data we hold: The types of personal data that Tusla Recruit holds about you, includes:
- Identification and location information such as name, address, date of birth, PPS number.
- Contact information such as email address, contact number.
- Qualification and employment information such as marital status and emergency contact details.
- Basic HR Details such as job title, job status, role description, working hours, contract type and salary.
- Health, welfare and absence related information such as record of absence and annual leave.
- Pay, benefits and pension details including bank account information and salary.
- Photographic, video and location information.
- Identification checks and background vetting.
- Criminal information.
- Special category data such as data concerning health.
Storage: Both physical and electronic copies of personal data are held. Hard copies are stored in a secure cabinets and electronic copies are stored on the HireLab portal and a secure sharedrive
Security: Personal data is protected through the use of secure IT systems and suitable record management processes.

4.The length of time we keep your data

In keeping with data protection principles, we will only store your data for as long as is necessary. For further information regarding retention periods, please refer to Tusla’s Records Retention Schedule.

5.Special categories of data

We may collect and process special categories of data, such as health and criminal information. The data will be handled with the utmost care and in compliance with all applicable data protection legislation.

We will only use such data for specific purposes outlined in this privacy notice. The processing of special category data is set out in more detail below.

6.Sharing personal data

We may share your personal data for the purposes of supporting the recruitment and selection process, for example, we pass on certain information to third party service providers such as the Independent Chairperson, An Garda Siochana and TTM Healthcare.

We endeavor to only share data that is needed with third parties and will always have an appropriate agreement in place.

7.Recruitment process outsourcing

As part of our commitment to finding the best talent, certain phases of our recruitment process may be outsourced to third party service providers, such as CPL and TTM Healthcare. These service providers are bound by legal agreements to ensure that your personal data is handled safely and securely.

8.Compliance and monitoring

All personal information supplied to Tusla Recruit by applicants, referees and employers will be treated with the highest standards of security in accordance with the EU General Data Protection Regulations 2016/679 and Irish Data Protection legislation.

All staff in Tusla Recruit must process personal data in accordance with EU General Data Protection Regulation 2016/679 and Irish Data Protection legislation and the provisions set out in this privacy notice.

9.What are your rights?

All individuals have legal rights in relation to their personal data. For further data protection information or to exercise these data rights please see the main Tusla Data Protection Notice

10.Further information and contact details

If you have any queries about this privacy notice, please contact Tusla Recruit at: magdalena.basinska@tusla.ie

Processing of Personal Data for Recruitment Purposes

Process	Personal Data	Purpose*	Information may be shared with
Recruitment and selection	Identification information including name, surname and date of birth Location information including address Contact information including contact number and email address Qualification and employment information Interests and skills EEA/Non EEA status	The HireLab system is used to manage the recruitment campaign. During the recruitment and selection process, personal data is processed to: Facilitate communication with job applicants about job openings and the recruitment process, Assess the candidate’s suitability against the agreed eligibility criteria. For senior leadership roles, the recruitment campaign will be managed using email.	Hiring Manager Interview board including independent chairperson Commission for Public Service Appointments (CPSA) (for audit purposes)
Interview	Identification information including name, surname, date of birth and photograph Location information including address Contact information including contact number and email address Qualification and employment information EEA/Non EEA status	Candidates who successfully pass the eligibility screening are invited to interview. Interviews are conducted remotely or in person, by an interview board. For remote interviews, a photograph of the applicant will be collected for identity verification purposes and is discarded after the interview. Documents generated for this process are: an interview schedule, interview notes and marking sheets, recommendation and do not qualify sheet. During the interview, candidates are assessed and rated to determine the order of merit for the post. Results are shared with the candidate.	Interview board including independent chairperson Candidate CPSA (for audit purposes)
Job offer	Identification information including name and surname Location information including address Contact information including contact number and email address	Candidates who successfully pass the interview are presented with a direct offer or expression of interest (depending on the position).	Candidate CPSA (for audit purposes)
Garda vetting	Identification information including name and surname Location information including address Contact information including contact number and email address Personal data contained within the document used as proof of identification	A division of An Garda Siochana (AGS) called the National Vetting Bureau is responsible for performing vetting as prescribed by the National Vetting Bureau (Children and Vulnerable Persons) Acts 2012 to 2016. The Tusla Central Vetting Bureau is responsible for coordinating the vetting of prospective employees with the National Vetting Bureau.	Tusla Central Vetting Bureau AGS - National Vetting Bureau CPSA (for audit purposes)
Garda vetting risk assessment	Identification information including name and surname Personal data found on the disclosure form from the National Vetting Bureau Personal data contained within the applicant’s response to the disclosure	The outcome of the vetting process results in a ‘positive’ or ‘nil’ disclosure. Where a positive disclosure is made, a risk assessment is performed in conjunction with the candidate to determine the candidate’s suitability for the position.	Candidate Hiring Manager Local HR CPSA (for audit purposes)
Pre employment checks	Identification information including name, surname, date of birth, gender, nationality and PPS number Location information including address Contact information including home and mobile number and email address Qualification and employment information including job description Family, lifestyle and social circumstances including marital status, emergency contact details Pay, benefits and pension details including bank account information and salary Professional registration information PRSI information Personal and special category data found in the following documents (where required): Birth Certificate/Passport Relevant Qualifications Professional Registration Driving Licence Marriage Certificate Work Visa Foreign police clearance Referee contact form Verification of service form Additional Superannuation Contribution 10 form	Pre employment checks are conducted to determine the suitability of candidates for employment positions. The checks may include, but are not limited to verification of educational qualifications, employment history, criminal record checks, professional references, occupational health and any other checks as necessary for the position applied for.	HR Business Support Team Occupational Health Service provider CPSA (for audit purposes)
Reference checks	Identification information including name and surname Contact information including contact number and email address Personal or special category data contained within employee reference	Employee reference checks are performed to verify the accuracy of the information provided by the candidate, and to assess their suitability for a job	HR Business Support Team CPSA (for audit purposes)
Employment contract	Identification information including name and surname Employment information Signature	An employment contract is a written statement outlining the candidate’s terms of employment. Employment contracts used by Tusla comply with the Terms of Information Act and the Unfair Dismissals Acts. A letter of notification with the commencement details is sent to the hiring manager.	HR Business Support Team National Payroll Service CPSA (for audit purposes)
Review/complaint	Identification information including name and surname Personal or special category data contained within the review/complaint	If a candidate is unhappy following the recruitment and selection process, they can either request for a review or make a compliant. The review and compliant procedure followed by Tusla is in line with the process set down in the CPSA Codes of Practice Appointment to Positions in the Civil and Public Service.	Candidate CPSA (for audit purposes)
Relocation expense	Identification information including name and surname Expense information	International candidates are required to claim relocation expenses as per their employment contract.	Payroll