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Pre-employment Checks

Purpose and lawful basis for processing

Our purpose for processing your personal data is to undertake pre-employment checks on potential employees.  These checks are carried out if we make a conditional offer of employment.

SEPA has partnered with Amiqus Resolution Limited to enable these checks to be completed.

The lawful basis we rely on for processing your personal data is Article 6(1)(b) of the UK GDPR, which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract, Article 6(1)(c) to comply with our legal obligations and Article 6(1)(f) for the purpose of our legitimate interests.

For special category data, the lawful basis we rely on is Article 9(2)(b) which relates to our obligations in employment and the safeguarding of your fundamental rights, and for criminal checks we rely on Article 10(1) which relates to processing of personal data relating to criminal convictions.

The additional DPA 2018 processing conditions we rely on are Schedule 1 Part 1(1) which again relates to processing for employment purposes.

What we need

To enable checks to be completed, the types of data that will be collected may include:

• Name
• Date of birth
• Address history
• Personal email address
• Telephone number
• Identification card
• Professional registration details
• National Insurance Number
• Image of identification documents
• Image of passport
• Image and video of face
• Criminal offence data
• Employment and/or education activity

Why we need it

We need this information to carry out pre-employment checks. These checks need to meet the Government’s Baseline Personnel Security Standard (BPSS) and include:

• Disclosure Scotland Criminal Checks
• Right to Work in the UK checks (eg passport, national identify card, UK Home Office Sharecode)
• Reference checks to confirm employment history/gaps over last 3 years
• Identity and address verification checks

What we do with it

Your name and email address will be provided to Amiqus to carry out the checks.  Information on how they handle personal data is available in the Amiqus Privacy Notice.  The outcome of the checks will be provided to the Recruiting Manager, so they have the information they need to decide on whether or not to confirm the appointment.

How long we keep it

Data will be retained for duration of employment plus 6 years, in accordance with our retention policy.

What are your rights?

As an individual, you have certain rights regarding your own personal data.

For more information on your rights, please see ‘Your data protection rights’.

Do we use data processors?

Yes, we use Amiqus as our data processor. Amiqus is a compliance and onboarding platform supporting the public sector and delivers UK Government accredited ID verification and centralised end-to-end candidate and user experience.

Do we share your information?

We share the candidate's name and email address with Amiqus. Candidates will then be sent a link to provide all other information themselves.

In some circumstances, information may also be shared with law enforcement or government bodies if there is a legal or statutory obligation.