As part of any recruitment process, OPEN Health Communications LLP (“the organisation”) and relevant subsidiary companies collects and processes personal data relating to those who apply to work for us. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.
Personal data – what we hold and why we process it
We need to process personal data to consider your job application or interest in OPEN Health Communications LLP (or one of its affiliate companies) at your request prior to entering into a contract with you and also to enter into a contract with successful candidates.
The information we collect about you during the recruitment process may include:
- your name, address and contact details, including email address and telephone number, skype details
- details of your qualifications, skills, experience and employment history
- information about your current level of remuneration, including benefit entitlements
- whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process
- information about your entitlement to work in the UK, including any visa-related data
- special categories of data of equal opportunities monitoring, such as information about ethnic origin and gender
- any other data you tell us about, including memberships of groups
In some cases, we need to process data to ensure that we are complying with our legal obligations, such as checking a successful applicant's eligibility to work in the UK before employment starts.
We have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.
We may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. We may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. The organisation processes such information to carry out its obligations and exercise specific rights in relation to employment.
For some roles, the organisation is obliged to seek information about criminal convictions and offences or financial history and we will share relevant data with accredited partners to enable us to seek this information. Where the organisation seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, the organisation may keep your personal data on file in case there are future employment opportunities for which you may be suited. Please see “How long we keep your personal data” below.
Where the data comes from and who gets to see it
We collect information about you for use during recruitment in a variety of ways. For example, some of it comes from you via application forms, CVs or resumes and identity documents you submit. Other data is collected through interviews or other forms of assessment, which may include online tests. The information about you may also come to us via a recruitment agency. We may also collect personal data about you from current employees, mutual connections, third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. Data will be stored in a range of different places, including on your application record within our Talent management systems, and on other IT systems (including email).
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and members of the OPEN Health Senior or Executive teams as well as IT staff if access to the data is necessary for the performance of their roles. We may transfer your personal data outside the EEA to members of our group where this is necessary for the recruitment process. We will ensure that the transfer is lawful and that there are appropriate security arrangements.
The organisation will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The organisation will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.
How long do we keep your personal data?
If your application for employment is unsuccessful, we will hold your data on file for 12 months after the end of the relevant recruitment process.
If you have consented for us to keep your personal data on file for consideration for future employment opportunities then we will hold your data on file for a further 5 years. At the end of that period or once you withdraw your consent your data will be deleted or destroyed.
You may withdraw your consent at any time by contacting us via firstname.lastname@example.org
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.
Recruitment processes are not based solely on automated decision-making, however, we may ask you to complete a psychometric test that will be considered as part of the process. No decision will be made solely on the results of any psychometric tests.
Access to your personal data and other rights
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request
- require the organisation to change incorrect or incomplete data
- require the organisation 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 the organisation is relying on its legitimate interests as the legal ground for processing
If you would like to exercise any of these rights, please use the contact details below. If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner. You may access our full Rights Policy.