The kind of information we hold about applicants

The kind of information we hold about you

In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:

  • The information you have provided to us on our application form or otherwise, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications and your marital status
  • Any information you provide to us during an interview, this includes documentation such as right to work and evidence of qualifications

We may also collect, store and use the following "special categories" of more sensitive personal information:

  • Information about your race or ethnicity, religious beliefs and sexual orientation
  • Information about your health, including any medical condition, health and sickness records
  • Information about criminal convictions and offences

How is your personal information collected?

We collect personal information about candidates from the following sources:

  • You, the candidate
  • Comensura Limited, our recruitment agency (or its sub-contracting recruitment agencies which will generally be Acorn (Synergie) UK Ltd), from whom we collect the following categories of data: your name, contact details and, where applicable, your driving licence
  • Disclosure and Barring Service in respect of criminal convictions
  • Your named referees, from whom we collect the following categories of data: details of your employment history and your suitability for the post

How we will use information about you

We will use the personal information we collect about you to:

  • Assess your skills, qualifications, and suitability for the role
  • Carry out background, reference and pre-employment checks, where applicable
  • Communicate with you about the recruitment process
  • Keep records related to our hiring processes
  • Comply with legal or regulatory requirements

It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our organisation to appoint someone to that role.

We also need to process your personal information to decide, where relevant, whether to enter into a contract of employment with you.

Having received your application form, we will then process that information to decide whether you meet the basic requirements to be shortlisted and invited to interview for the role. If you do, we will take up your references at this point. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then carry out a criminal record check before confirming your appointment. We will also carry out a medical assessment at this point.

If you fail to provide personal information

If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require references for this role and you fail to provide us with relevant details, we may not be able to take your application further.

How we use particularly sensitive personal information

We will use your particularly sensitive personal information in the following ways:

  • We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during an interview process
  • Where we carry out a medical assessment at the end of the recruitment process, we do this to find out information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work, to provide appropriate workplace adjustments and to administer benefits
  • We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting

Information about criminal convictions

We envisage that we will process information about criminal convictions.

In the circumstances set out below we will collect information about your criminal convictions history if we would like to offer you the role (conditional on checks and any other conditions, such as references, being satisfactory). We are entitled (or, in certain circumstances, required) to carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. In particular:

  • Where we are legally required to carry out criminal record checks for certain roles
  • The role is one which is listed on the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (SI 1975/1023) in which case a standard check from the Disclosure and Barring Service will be carried out or, if it is specified in the Police Act 1997 (Criminal Records) Regulations (SI 2002/233), an enhanced check from the Disclosure and Barring Service will be carried out
  • The role requires a high degree of trust and integrity and so we would like to ask you to seek a basic disclosure of your criminal records history

We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.

Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

Data sharing

Why might you share my personal information with third parties?

Save for where you have been referred to us by our contracted recruitment agencies, we do not envisage sharing your personal information with any third parties for the purposes of processing your application. All recruitment agencies used by us are required to take appropriate security measures to protect your personal information in line with our policies.