Fair Processing Policy
Introduction
The Data Protection Act 2018, and other relevant legislation, regulates the way in which both paper and electronic personal data is used and held, and therefore governs how Ideal Health Consultants Limited stores personal data received as part of an employment application. Ideal Health is registered with the Information Commissioners Office, and therefore we are fully compliant with the requirements placed on the Company as a ‘data processor’.
The statement below describes the type of data Ideal Health stores concerning a job applicant and the purpose for which it is kept. It will describe your personal rights under General Data Protection Regulation (GDPR) relating to any data processed about you, should you apply to work with or for Ideal Health, and will further provide contact details if you have any potential queries beyond what is outlined.
Processing Job Applications
From initially receiving a CV or application for a role, Ideal Health will need to maintain and process data about a candidate for the purpose of reaching and communicating a recruitment decision, to further produce an offer of contract when appropriate. In the instance where an offer of employment is not made, data is retained for approximately six months following completion of Ideal Health’s recruitment process.
Processing data at the recruitment stage refers to the collection, storage, retrieval, alteration, disclosure or potential destruction of data. The kind of data Ideal Health could process includes:
- Interview details including notes of interviewers, dates and times
- Candidate’s work history
- Qualifications and experience relevant to the role
- Disabilities (for monitoring and adjustments only)
- Date of birth (for post-employment health checks and adjustments advice only)
- Contact details, including addresses, phone numbers and other contact details including historical address records for staff vetting and ID verification
- Criminal records (only where relevant to role and where legally permitted)
- References provided by previous employers and personal or educational referees
- National Insurance number
- Rights to work information for example copies of passports, ID cards, residence permits
- Documents to confirm identity and address for example the above and utility bills, bank statements
Applicant and Employee Data
Personal data held by Ideal Health may be processed in order to comply with potential legal obligations Ideal Health is committed too. It can also be processed for administrational and management purposes in the following circumstances:
- Following an offer of employment,
- determining suitability for employment,
- to comply with equal opportunity outlines,
- to perform immigration legislative checks
- for money laundering investigation legislation purposes.
On occasion, Ideal Health may need to disclose personal data stored on an individual to relevant third parties. This will only occur in instances of necessity, such as when legally obligated to be a legislative body such as; HM Revenue and Customs, UK Border or other public authority. Or, where requested to do so by said individual for the purpose of giving a reference. Identity authentication and confirming residences are also examples of legitimate reasons when a third party might be engaged in order to authenticate the received personal data.
Instances where personal data is shared with a third party will only occur under a strict agreement, which governs the third party to only use the data in order facilitate the above uses. This includes any nominated occupational health advice provider or staff vetting provider Ideal Health has chosen to engage with, to ensure a selected candidate is fit to take on the expressed role. For further information regarding, please request access to Ideal Health’s Recruitment Policy and / or Ideal Health’s Recruitment of Ex-Offender and Criminal Record Holder Policy.
Complaints and Data Access Requests
If you wish to review the information held about you, a written request must be submitted to: PMO@idealts.co.uk, where your request will be escalated accordingly. Within a period of thirty days of your written request, you may inspect and/or request a copy (subject to the requirements of legislation) of information held about you and, if necessary, request corrections should such records be defective.
You further have a right, under GDPR governing, to the following:
- The right to be informed
- The right to access
- The right to rectification
- Right to erasure (sometimes known as the right to be forgotten)
- Right to restrict processing
- Right to data portability
- Right to object
- Rights in relation to automated decision making and profiling
Should you have any complaints or concerns regarding the handling of your personal data, please further reach out to Ideal Health’s Project Management Office:
Ideal Health Consultants, 20 Bedford Rd, Guildford GU1 4SJ
Email: PMO@idealts.co.uk
Tel: 01483 453508
