Privacy Notice
--- "The Practice Group is the trading name of several group and affiliated companies (The Practice (Group) Limited, The Practice Services Limited, The Practice Corporate Management Limited, The Practice Surgeries Limited, and Chilvers & McCrea Limited. . For the purposes of the EU General Data Protection Regulation each of these entities is a data controller and responsible for your personal data (collectively referred to as \"The Practice Group\", \"we\", \"us\" or \"our\" in this privacy notice).
\r\nThis means that we are responsible for deciding how we hold and use personal information about you. You are being sent a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation.
\r\nData protection principles
\r\nWe are committed to complying with data protection law and principles, which means that your personal data be:
\r\n- \r\n
- Used lawfully, fairly and in a transparent way. \r\n
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes. \r\n
- Relevant to the purposes we have told you about and limited only to those purposes. \r\n
- Accurate and kept up to date. \r\n
- Kept only as long as necessary for the purposes we have told you about. \r\n
- Kept securely. \r\n
The kind of information we hold about you
\r\nIn connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
\r\n- \r\n
- The information you have provided to us in your curriculum vitae and covering letter. \r\n
- The information you have provided on our (or third-party) applicant tracking system, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications, and professional membership information. \r\n
- Any information you provide to us during an interview including a copy of your right to work in the UK documents and certificates or education and professional qualifications. \r\n
- The information you provide to us during any psychometric testing. \r\n
We may also collect, store and use the following \"special categories\" of more sensitive personal information:
\r\n- \r\n
- Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions. \r\n
- Information about your health, including any medical condition, health and sickness records. \r\n
- Information about criminal convictions and offences. \r\n
How is your personal information collected?
\r\nWe collect personal information about candidates from the following sources:
\r\n- \r\n
- You, the candidate. \r\n
- The recruitment agency introducing you to us, from which
we collect the following categories of data:\r\n
- \r\n
- Copy of your curriculum vitae \r\n
- Information regarding your preferred work pattern and desired salary and benefits package \r\n
\r\n - Disclosure and Barring Service in respect of criminal convictions. \r\n
- Your named referees. \r\n
- The
following data from third parties is from a publicly accessible source:\r\n
- \r\n
- GMC Membership \r\n
- NMC PIN \r\n
\r\n
How we will use information about you
\r\nWe will use the personal information we collect about you to:
\r\n- \r\n
- Assess your skills, qualifications, and suitability for the role. \r\n
- Carry out background and reference checks, where applicable. \r\n
- Communicate with you about the recruitment process. \r\n
- Keep records related to our hiring processes. \r\n
- Comply with legal or regulatory requirements. \r\n
It is in our legitimate interests to decide whether to appoint you to role since it would be beneficial to our business to appoint someone to that role.
\r\nWe also need to process your personal information to decide whether to enter into a contract with you.
\r\nHaving received your CV, covering letter, application form and/or results from psychometric testing, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then on receipt of your signed offer letter take up references and carry out a criminal record and check your professional body’s records before confirming your appointment.
\r\nIf you fail to provide personal information
\r\nIf you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require you to do a psychometric test but you do not complete the test, we will not be able to take your application further.
\r\nHow we use particularly sensitive personal information
\r\nWe will use your particularly sensitive personal information in the following ways:
\r\n- \r\n
- We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during an interview. \r\n
- We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting. \r\n
Information about criminal convictions
\r\nWe envisage that we will process information about criminal convictions.
\r\nWe will collect information about your criminal convictions history if we would like to offer you the role (conditional on checks and any other conditions, such as references, being satisfactory). We are required to carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. In particular:
\r\n- \r\n
- We are legally required by the Health & Social Care Act to carry out criminal record checks for those carrying out regulated activities with vulnerable adults and children. \r\n
- Where the specific role is one which is listed on the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (SI 1975/1023) so is eligible for an enhanced check from the Disclosure and Barring Service. \r\n
- Where the specific role requires a high degree of trust and integrity (Health & Social Care Act, Regulation 19, Fit and Proper Persons Employed) and so we would like to ask you to seek a basic disclosure of your criminal records history. \r\n
We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
\r\nAutomated decision-making
\r\nYou will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
\r\nData sharing
\r\nWhy might you share my personal information with third parties?
\r\nWe will only share your personal information with the following third parties for the purposes of processing your application:
\r\n- \r\n
- McQuaig for Psychometric Profiling \r\n
- Access Group as the providers of our applicant tracking system \r\n
All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
\r\nData security
\r\nWe have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality and other appropriate contractual terms. Details of these measures may be obtained from the Data Protection Officer.
\r\nWe have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
\r\nData retention
\r\nHow long will you use my information for?
\r\nWe will retain your personal information for a period of 12 months after we have communicated to you our decision about whether to appoint you to role. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our data retention policy.
\r\nIf we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis or alternatively you can select to opt in to our talent database on our applicant tracking system.
\r\nRights of access, correction, erasure, and restriction
\r\nYour rights in connection with personal information
\r\nUnder certain circumstances, and subject to applicable law, you have the right to:
\r\n- \r\n
- Request access to your personal information (commonly known as a \"data subject access request\"). \r\n
- Request correction of the personal information that we hold about you (to the extent incomplete or inaccurate) \r\n
- Request erasure of your personal information where you consider there is no good reason for us continuing to process it. \r\n
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. \r\n
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it. \r\n
- Request the transfer of your personal information to another party. \r\n
If you want to access, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the Data Protection Officer in writing.
\r\nRight to withdraw consent
\r\nWhen you applied for this role, you provided consent to us processing your personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact dpo@thepracticegroup.co.uk. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.
\r\nData Protection Officer
\r\nWe have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact our DPO at dpo@thepracticegroup.co.uk. You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.
"