As part of any recruitment process, Farleigh Hospice collects and processes personal data relating to job applicants. Farleigh Hospice is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
Data controller
Head of HR Services
[email protected]
Data protection officer
Information Governance Lead
[email protected]
What information does Farleigh Hospice collect?
The types of information we may hold about you include:
- Title and full name
- Postal address
- Email and telephone number
- Records of your correspondence with us
- Information included on your CV, including references, education history and professional history
- Information about your current remuneration, including benefit entitlements
- Right to work information
- Professional body membership
- Employment status
- Previous criminal convictions
- Identification, such as driving licence or passport
As we use Closed Circuit Television (CCTV) for security purposes at our buildings, your image may also appear in still images and video footage.
We may also hold special category data about you, such as:
- Health problems and disabilities
- Disclosure and Barring Service checks
- Equal opportunities monitoring information, including ethnic origin, sexual orientation, health, and religion or belief
How do we collect information?
We collect data in the following ways:
- Data is given to us by you
- Third party recruitment systems, such as NHS Jobs
- Professional third parties, such as the Disclosure and Barring Service
- CCTV cameras
We may also collect personal data about you from third parties, such as references from former employers, employment background check providers, and criminal records checks. We will only seek this information once a job offer has been made and will inform you when we do so.
Why does Farleigh Hospice process personal data?
Farleigh Hospice processes personal data to take steps at your request prior to entering into a contract of employment, and to enter into a contract where appropriate.
We also process data to comply with legal obligations, such as checking eligibility to work in the UK.
We have a legitimate interest in processing personal data during recruitment to manage the process, assess suitability for employment, and make hiring decisions. We may also process data to respond to and defend against legal claims.
We may process information about disabilities to make reasonable adjustments for candidates.
Special category data, such as ethnic origin, sexual orientation, health, or religion or belief, may be processed for equal opportunities monitoring.
Where required, we may process information about criminal convictions and offences to meet legal and safeguarding obligations.
If your application is unsuccessful, we may keep your data on file for future opportunities. We will ask for your consent to do this, and you can withdraw consent at any time.
Who has access to data?
Your data may be stored in your application record, HR systems, and other IT systems including email.
It may be shared internally where necessary, including with:
- The HR department
- Hiring managers and interview panels
- The IT department, where relevant for assessments or access
Your data may also be shared with external recruitment partners where required.
If you are successful, we may share your data with former employers, background check providers, and the Disclosure and Barring Service.
We do not transfer your data outside the European Economic Area.
How does the organisation protect data?
Farleigh Hospice takes the security of your data seriously. We have internal policies and controls in place to prevent loss, misuse, unauthorised access, or disclosure of your data.
Please refer to Section 2 of our Privacy Notice for further information on how we protect your data.
How long do we keep data?
If your application is unsuccessful, we will keep your data for 6 months after the recruitment process ends for consideration of future opportunities. During this time, we may ask whether you wish to extend consent. After this period, your personal data is removed, although anonymised application records may remain.
If your application is successful, your data will be transferred to your personnel file and retained in line with our employee privacy notice.
Your rights
As a data subject, you have the right to:
- Access and obtain a copy of your data
- Request correction of inaccurate or incomplete data
- Request deletion or restriction of processing
- Object to processing based on legitimate interests
To exercise your rights, please contact Head of HR Services at [email protected].
If you are unhappy with how your data has been handled, you can also complain to the Information Commissioner’s Office.
What if you do not provide personal data?
You are not legally or contractually required to provide data during recruitment. However, without it, we may not be able to process your application.
Automated decision-making
Recruitment decisions are not based solely on automated decision-making.
Changes to this Recruitment Privacy Notice
We review this notice regularly and may update it from time to time.
This Privacy Notice was last updated in February 2021.