Privacy Notice – Job Applicants

As part of our recruitment process, we collect and process personal data relating to job applicants. We are committed to being transparent about how we collect and use that data and meeting our data protection/GDPR obligations.

Information we collect

We collect personal data about applicants through the application and recruitment process, either directly from you or via an employment agency. We often use external recruitment/application systems such as NHS jobs (please see www.jobs.nhs.uk/privacy.html for more information) and GP jobs (please see www.haymarket.com/privacy-policy for more information). Please refer to their Privacy Notice for further details.

We will collect, store, and use the following categories of personal data about you:

  • Personal contact details such as name, addresses, telephone numbers, and email address.
  • Equal Opportunities monitoring information including date of birth, gender, marital status, ethnicity, region, sexuality and disability.
  • Safeguarding information i.e. criminal record.
  • Copies of right to work documentation (demonstrating your entitlement to work in the United Kingdom).
  • References or other information that you may have included in a CV or cover letter or application form.
  • Details of your qualifications, skills, experience and employment history.
  • Information about your current level of remuneration.
  • Whether or not you have a disability for which we need to make reasonable adjustments during the recruitment process.

Why we process your information

We will only use your personal information as the law allows us to. The lawful basis for processing your information is for legitimate interests. We will use your personal information in the following way:

  • To assess your suitability for the role you have applied for or other roles for which you may be suitable.
  • We need to process data prior to entering into a contract with you.
  • We need to process data to ensure we are complying with our legal obligations. For example, to check a successful applicant’s eligibility to work in the UK. For some roles, we are obliged to seek information about criminal convictions and offences.
  • We may process information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability.
  • For equal opportunities monitoring purposes, we may process other special categories of data, such as information about ethnic origin, sexual orientation, disability or religion.
  • If successful and you have accepted our job offer, information you have provided as part of the recruitment process will become part of your personnel file.

Who has access to your information

Your information may be shared internally for the purposes of the recruitment process, i.e. with members of the administration and recruitment teams and shortlisting and interview panel members.

We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your personal information as relevant and necessary with:

  • Your referees
  • Your previous employers or educational establishments, to verify the information you have provided.
  • Disclosure & Barring Service (DBS) in order to administer relevant recruitment checks.
  • Companies or organisations providing specific services to us e.g. Occupational Health Service.

Your rights

As a data subject, you have a number of rights. You can:

  • Access and obtain a copy of your data on request.
  • Ask us to change incorrect or incomplete data.
  • Ask us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing.

If you would like to exercise any of these rights, please contact Ellie Couldstone (eloise.couldstone@nhs.net).  If you believe we have not complied with your data protection rights, you can complain to the Information Commissioner. Details can be found at www.ico.org.uk.