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GDPR Privacy notice for applicants

Privacy notice for Applicants for Employment

1.     INTRODUCTION

Promedica24 UK Ltd is committed to protecting the privacy and security of your personal information.  We only collect and use personal data in line with the General Data Protection Regulation, the Data Protection Act and any other applicable laws and regulations.

This Privacy Notice informs you (the ‘data subject’) about our processing activities: the data we hold, why we use it, how long we will retain it for, and other relevant information.

Any questions and requests regarding personal data may be sent to our Data Protection Officer by sending an email to: dataprotection@promedica24.co.uk or by phone: +44 20 331 54759, or by post: Cassiobury House, 11-19 Station Road, Watford, WD17 1AP.

2.     APPLICABILITY

This notice is issued by Promedica24 UK Ltd (the ‘data controller’); it applies only to Applicants for Employment . This notice does not form part of any contract between you and Promedica24 UK Ltd.

Please also note that the following entities may act as joint controllers with Promedica24 UK Ltd.

  • Promedica24 (Wiltshire) Ltd in Watford, WD17 1AP, 11-19 Station Road, Cassiobury House
  • Promedica24 (West Midlands) Ltd, in Watford, WD17 1AP, 11-19 Station Road, Cassiobury House
  • Promedica24 (Lancashire) Ltd, in Rawtenstall, BB4 6HH, New Hall Hey Road, Hardmans Business Centre, Suite 1
  • Promedica Plus UK Ltd in Watford, WD17 1AP, 11-19 Station Road, Cassiobury House

3.     DATA PROTECTION PRINCIPLES

We ensure any personal data we hold about you is:

  • Use lawfully, fairly and in a transparent way
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
  • Relevant to the purposes we have told you about and limited only to those purposes
  • Accurate and kept up to date
  • Kept only as long as necessary for the purposes we have told you about
  • Kept securely

4.     THE KIND OF INFORMATION WE HOLD ABOUT YOU

Personal data means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

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

 

  • Commencement / termination dates

 

5.     WHAT LEGAL BASES DO WE RELY ON?

We use the types of personal data above where necessary for our legitimate interests in processing your application and only where your interests and fundamental rights do not override those interests.

6.     WHY DO WE PROCESS THIS INFORMATION?

The situations in which we will process your personal information are listed below:

  • ARCHIVE – To maintain appropriate records
  • CLAIMS – To retain documents that may be relevant to legal claims
  • CONTRACT – To generate appropriate contractual documentation
  • QUALIFICATION – To ensure staff are suitably skilled and trained
  • RECRUITMENT – For the purposes of recruitment
  • SAFEGUARDING – To ensure we comply with our duties to protect vulnerable adults
  • SHARING – To share relevant information with a 3rd party organisation/s who have a right to know it

Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

7.     WHERE DID WE COLLECT THIS DATA FROM?

We usually only collect information from Data Subjects directly.

In the context of employment, we may also have obtained your data from one of the sources below.

  • Employment agencies or businesses
  • The Disclosure and Barring Service (DBS)
  • Former employees or workers who may have recommended you
  • Those you gave as referees

8.     ARE YOU UNDER ANY OBLIGATION TO PROVIDE THE PERSONAL DATA?

You are under no obligation to provide us with any information.  However, if you chose not to provide certain information when requested we may be prevented from giving your application proper consideration.

9.     WHO DO WE SHARE THIS INFORMATION WITH?

We will share your personal information with other entities in our group as part of our regular reporting activities on company performance, in the context of a business reorganisation or group restructuring exercise, for system maintenance support and hosting of data.  Group entities are required to take appropriate security measures to protect your personal information in line with our policies.

We use some third-party service providers (the ‘processors’) who process data for us under strict instructions and under a binding contract with us. Our processors provide the following services:

  • IT services
  • Cloud-based storage
  • Outsourced HR
  • Data Protection Consultancy
  • Legal advisors
  • Accountancy services

Processors are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our processors to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

10. TRANSFERS TO OTHER COUNTRIES OR TO INTERNATIONAL ORGANISATIONS

We transfer your personal information to entities in our group in the EU and we may also transfer this information outside the EU.  If we do, you can expect a similar degree of protection in respect of your personal information as in the UK and the EU.

WILL THE INFORMATION BE USED FOR AUTOMATED DECISION MAKING OR PROFILING?

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.

11. HOW LONG DO WE KEEP THIS INFORMATION?

We retain personal data in these categories for these periods:

Employment application documents 6 months from the end of the recruitment process if application unsuccessful and for the duration of employment plus 6 years if successful

12. RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during the recruitment process.

Under certain circumstances, by law you have the right to:

  • Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact us in writing.

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

13. COMPLAINTS

If you have any concerns or complaints about data protection you should first raise this with us either by email to: dataprotection@promedica24.co.uk or by phone: +44 20 331 54759, or by post: Cassiobury House, 11-19 Station Road, Watford, WD17 1AP.

If you have a complaint or concern that has not been remedied internally, you may choose to raise this with the Information Commissioner’s Officer (ICO).  Visit www.ico.org for more information.