"Job Applicant Privacy Notice"
Information About Us
Havencare Homes and Support Limited
10-12 Union Street
Registered Charity No. 299901 Limited Company Registered in England No. 2198233
Data Protection Officer: Lisa Halliday
- Email address: email@example.com
- Telephone number: 01752251476.
Data controller: Havencare Homes and Support Limited, 10-12 Union Street, City Centre, Plymouth, PL1 2SR
We are regulated by the Care Quality Commission (CQC)
We are a member of The Association for Real Change (ARC)
During the recruitment process, Havencare Homes & Support Limited collects and processes personal data relating to job applicants.
Havencare is committed to being clear and transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does Havencare collect and process?
Havencare collects and processes a range of personal information (personal data) about you. Personal data means any information about an individual from which the person can be identified. This includes:
• Personal contact details, such as your name, title, address and contact details, including email address and telephone number;
• details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers;
• information about your entitlement to work in the UK; and
• equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.
Havencare collects this information in a variety of ways and stages during the application and recruitment process. For example, data may be contained in application forms and CVs, obtained from identity documents, such as your passport and collected through interviews online tests and assessment tests.
In some cases, Havencare collects personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks permitted by law.
Data is stored in a range of different places, including on our digital application system, in Havencare’s HR management systems (servers) and in other IT systems (including Havencare’s email system)
Why does the Havencare process personal data?
Havencare needs to process data prior to entering into a contract with you. We also need to process data to enter into an employment contract with you and to meet our obligations under that employment contract.
In addition, Havencare needs to process data to ensure that we are complying with our legal obligations. For example, we are required to check an employee's entitlement to work in the UK before employment begins.
Havencare has a legitimate interest in processing personal data during the recruitment process and in keeping records of that process. Processing such data from job applicants enables the Havencare to manage the recruitment process, assess the suitability of candidates and make informed decision as to whom we wish to recruit. Havencare may also have to process data from job applicants in order to defend legal claims.
Havencare processes health information if we need to make reasonable adjustments to the recruitment process for candidates with a disability.
For certain positions, it is necessary to carry out criminal records checks (DBS) to ensure that individuals are permitted to undertake a particular role.
If you fail to provide personal information
You are under no obligation to provide Havencare with data during the recruitment process. However, if you do not prove certain information when requested, Havencare may not be able to process your application for employment properly or at all.
You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for you if this information is not provided.
Our employment decisions are not based solely on automated decision-making.
For how long do you keep data?
Havencare will only hold your personal data for as long as is necessary to fulfil the purposes for which we collected it. If your application for employment is unsuccessful, Havencare will hold your data on file for 6 months after the end of the recruitment process. At the end of that period, your data is deleted or destroyed.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and Havencare’s Data Protection & Retention (GDPR) Policy outlines details of retention periods of personnel records.
Who has access to data?
Your information will be shared internally for the purposes of the recruitment process, including with members of the HR and Business Support Team, interviewers and line managers of positions being advertised.
Havencare will not share your data with third parties unless we make you a conditional offer of employment. In those circumstances, Havencare shall share your data with third parties where required by law and where it is necessary in order to administer the working relationship with you or where we have another legitimate interest in doing so. Havencare will then share your data with former employers to obtain references for you and DBS administering organisations for criminal records and barring service checks. These details are outlined to you in our Staff Privacy Notice which is made available to all employees on the first day of employment.
Havencare will not transfer your data to countries outside the European Economic Area.
How does Havencare protect data?
Havencare takes the security of your data seriously. Havencare has internal policies and controls in place to prevent your data being lost, accidentally destroyed, misused, or disclosed, and is not accessed except by its employees in the performance of their duties.
As a data subject, you have a number of rights. You can:
• access and obtain a copy of your data on request (known as a “data subject access request”);
• require Havencare to change incorrect or incomplete data;
• request erasure of your personal information. This enables you to ask the Havencare to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
• object to the processing of your data where Havencare is relying on its legitimate interests as the legal ground for processing; and
• ask Havencare to suspend the processing of your personal data for a period of time if data is inaccurate or there is a dispute about its accuracy or the reason for processing it.
If you would like to exercise any of these rights, or you have any questions about the privacy notice, please contact: Lisa Halliday, Data Protection Officer, Havencare Homes & Support Limited, 10-12 Union Street, City Centre, Plymouth, PL1 2SR or by e-mailing: firstname.lastname@example.org.
If you believe that Havencare has not complied with your data protection rights, you have the right to make a complaint to the Information Commissioner’s Office