Job Applicant Privacy Notice

This notice explains how we collect, hold, and process data about you, if you apply to work for the Charity.

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Colleagues holding JOIN US letters, at Hospice entrance

Read more about the data we process and store

What information do we collect?

We collect a range of information about you. This includes:

  • your name, address and contact details, including email address and telephone number
  • details of your education, qualifications, skills, experience, professional membership(s) and employment history
  • information about your current/ previous 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 driving license
  • 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 (this is optional)

We collect this information in a variety of ways. For example, data might be contained in application forms, CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

We will also collect 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. We will seek information from third parties only once a job offer to you has been made and will inform you that we are doing so.

We need to process data to take steps at your request prior to entering into a contract with you. We also need to process your data to enter into a contract with you.

In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, it is required to check 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 process health information if we need to make reasonable adjustments to the recruitment process for candidates who have a disability or if it is necessary to receive occupational health information before an applicant takes up their post. This is to carry out our obligations and exercise specific rights in relation to employment.

Where we process other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes.

For some roles, we are obliged to seek information about criminal convictions and offences. Where the organisation seeks this information, we do do because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment.

We will not use your data for any purpose other than the recruitment exercise for which you have applied, unless you have consented in writing to us, that your personal data may be retained on file in case there are future employment opportunities for which you may be suited. In these circumstances, you are free to withdraw your consent at any time.

Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR team, interviewers involved in the recruitment process, managers in the area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.

We will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. We will then share your data with former employers to obtain references for you, Occupational Health to seek health clearance, if required and the Disclosure and Barring Service (through our provider, Ucheck) to obtain necessary criminal records checks (Ucheck Privacy Policy available at https://www.ucheck.co.uk/new-privacy-policy/)

We will not transfer your data outside the European Economic Area

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.