As part of any recruitment process, the organisation collects and processes personal data relating to job applicants.
Your name, address and contact details, including email address and telephone number;
Details of your qualifications, skills, experience and employment history;
Information about your current level of remuneration, including benefit entitlements;
Whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process; and
Information about your right to work in the UK.
The organisation may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or the completion of your personal details form once an offer has been made.
The organisation may also collect personal data about you from third parties, such as references supplied by former employers. The organisation will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.
Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).
Why does the organisation process personal data?
The organisation needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you.
In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.
The organisation has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the organisation to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. The organisation may also need to process data from job applicants to respond to and defend against legal claims.
The organisation may process special categories of data, such as whether or not applicants are disabled in order to make reasonable adjustments for candidates who have a disability. The organisation processes such information to carry out its obligations and exercise specific rights in relation to employment. For self-employed massage practitioner roles, the organisation may seek information about criminal convictions and offences. Where the organisation seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to patient safety.
The organisation will not use your data for any purpose other than the recruitment exercise for which you have applied.
Who has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and finance and operations staff if access to the data is necessary for the performance of their roles.
The organisation will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The organisation will then share your data with former employers to obtain references for you.
In the case of self-employed chiropractic and sports therapist roles, your information may be provided to clinics where you have previous worked and the Disclosure and Barring Service may be contacted to obtain necessary criminal records checks in the case of sports therapists (Chiropractic practitioners are not checked for this because they are duty bound to report any convictions to the statutory body: The General Chiropractic Council.
The organisation will not transfer your data outside the European Economic Area.
How does the organisation protect data?
The organisation takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties. Passwords are used for access to computers, systems are also password protected and data is stored on the companies online drive which is operated by Google. This is backed up and has restricted access to different areas of the drive which is controlled by management.
For how long does the organisation keep data?
If your application for employment is unsuccessful, the organisation will hold your data on file for 6 months after the end of the relevant recruitment process. At the end of that period, your data is deleted or destroyed.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.
As a data subject, you have a number of rights. You can:
access and obtain a copy of your data on request;
require the organisation to change incorrect or incomplete data;
require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact the Data Controller; Nathan Allen using the following e-mail address: firstname.lastname@example.org
or telephone number: 0800 511 8966
or write to us at: Willow Chiropractic, 3rd Floor, Churchfields, Westbury Hill, Westbury-on-Trym, Bristol, BS9 3AA.
If our response is not satisfactory, you have the right to raise the issue with information Commissioner’s Office.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to the organisation during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all.