Job Applicant Privacy Notice.pdf
Job Applicant Privacy Notice
1. Darlaston Health Care is a Data Controller under UK data protection legislation.
This privacy notice explains how we collect, use, and protect your personal data
during our recruitment and selection processes.
- Data Protection Officer (DPO):Dr Shahab Qureshi
- Contact Email: clinicalinfo.y00278@nhs.net
2. The Information We Collect About You
We process personal data relating to your job application. This includes:
- Contact Information: Name, address, telephone number, and personal email address.
- Application Details: CVs, application forms, cover letters, interview notes, and professional qualifications.
- References & Verifications: Information provided by your referees and professional registration checks (e.g., GMC, NMC).
- Pre-Employment Checks: Proof of your Right to Work in the UK, identity documents, and Disclosure and Barring Service (DBS) checks.
- Special Category Data: Occupational health and vaccination status, and optional diversity monitoring information (e.g., ethnicity or health conditions to facilitate reasonable adjustments).
3. Why We Process Your Data (Legal Basis)
Under the UK GDPR, our legal bases for processing your data during recruitment are:
1. Article 6(1)(b) (Contract): Processing is necessary to take steps at your request prior to entering into an employment contract.
2. Article 6(1)(c) (Legal Obligation): Processing is necessary for us to comply with the law (e.g., checking your legal right to work in the UK).
3. Article 9(2)(b) (Employment Law): For special category data, processing is necessary to carry out our obligations in the field of employment law (e.g., occupational health assessments).
4. How We Share Your Data
Your information is shared internally strictly for recruitment purposes (with partners, practice managers, and the interview panel). We do not share your data with third parties unless your application is successful and we make an offer of employment.
We will then share data to obtain references, perform DBS checks, or process occupational health clearances.
5. Data Retention Schedule
We do not hold data for longer than necessary. Our retention periods comply with the UK Limitation Act, UK GDPR, and the NHS Records Management Code of Practice:
- Unsuccessful Candidates: We retain your recruitment documentation (CV, application form, interview notes) for 6 months from the date the vacancy is closed to defend against potential employment tribunal claims. After this period, your data is securely deleted.
- Successful Candidates (Hired Staff): Your recruitment file will transition into your permanent staff personnel file. The following retention periods then apply:
- General Personnel Files: Retained for 6 years after your employment ends.
- Right to Work Checks: Retained for the duration of your employment plus 2 years after you leave.
- Occupational Health Records: Retained for 6 years after your employment ends (or up to 40 years if clinical role exposure requirements apply).
6. Your Rights and Complaints
You have the right to access your data, request corrections, restrict processing, or ask us to delete your application details.
If you have questions about how we use your data, contact our practice manager or DPO using the details in Section 1. If you remain unsatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).