Why collect EDI data?
In line with established good practice and the Justice, Dignity and Solidarity Strategy the Churches, Circuits and Districts should ask all employees about their personal characteristics so that they can:
- build a picture of their staff diversity profile,
- evaluate how other policies and processes affect different groups of staff, and
- identify and resource the services they need to best support their staff.
This information will enable the Methodist Church to deliver its Strategy for Justice, Dignity and Solidarity.
Legal basis
Information about protected characteristics is generally considered special category personal data. Under the General Data Protection Regulation (GDPR), collecting this data is permitted when done for a legitimate purpose, such as complying with legal obligations under the Equality Act 2010.
However, additional safeguards must be in place to protect this data. In practice, Churches, Circuits, and Districts should:
- Obtain employees’ explicit consent before collecting this information.
- Ensure Privacy Notices clearly explain how the data will be used and protected.
For detailed guidance, refer to the TMCP Data Protection website.
Under the Equality Act 2010, Churches, Circuits, and Districts are required to monitor job applications to:
- Confirm recruitment practices align with equal opportunity standards.
- Assess the effectiveness of their Equality, Diversity, and Inclusion (EDI) Policy.
It is essential to establish a robust process for monitoring this data and to use the findings to inform future management decisions related to EDI.
Key steps for handling Equality, Diversity, and Inclusion (EDI) monitoring data :
✅ 1. Internal Agreement
- Before collecting any data, agree internally on:
- Purpose of collecting EDI data.
- How the data will be processed, stored, and reviewed.
- Who will have access to it.
✅ 2. Data Protection Impact Assessment (DPIA)
- Complete a Data Protection Impact Assessment (DPIA) before sending out the form.
✅ 3. Sending the EDI Monitoring Form
- Include the Equality, Diversity and Inclusion Monitoring Form with the job application form.
- Make it clear that the form is optional and will not affect the application outcome.
✅ 4. Separation of Data
- Once applications are received:
- Separate the EDI form from the application immediately.
- This must be done by someone not involved in shortlisting.
✅ 5. Confidential Storage
- Store EDI forms securely and confidentially.
- Recruiting panel members must not have access to individual EDI data
✅ 6. Review of Anonymised Data
- Aggregate and anonymise data for analysis.
- Review at regular intervals (e.g., annually) to:
- Identify patterns or concerns.
- Assess whether recruitment processes support equal opportunities.
✅ 7. Ask the Right Questions
- When reviewing data, consider:
- Who is applying for roles?
- Why might certain groups not be applying?
- How can recruitment attract a more diverse pool of candidates?