OneWelbeck Group (OWG) is committed to protecting the privacy and security of your personal information. All companies in the OWG adhere to the provisions of this Privacy Notice. You can see a list of all companies in the OWG that process personal data by clicking here. The OWG company that has advertised the particular job for which you are applying will be your specific data controller (the Specified Data Controller). A data controller is responsible for deciding how the personal information about you is held and used. Unless otherwise stated, where this document refers to we/us, this means the Specified Data Controller.
This Policy also contains important information about how we will process your personal data in connection with your application for the advertised role. You are asked to read the Policy carefully before submitting your application. If you have any questions about this Policy, please contact us at DPO@OneWelbeck.com
How is your personal information collected?
We will collect your personal data as necessary to process your application. This personal data will include (but is not limited to): your name, address and previous addresses, date of birth, employment history, education and qualifications, referees and memberships of professional bodies and/or other relevant certificiates held with external bodies as required for the job applied. This information may be collected from a number of sources, including your CV, cover letter, interview notes, correspondence and any other documents generated during the recruitment process. It may also be collected from third parties such as recruitment agents, background check providers, credit reference agencies and referees.
We may also collect, store and use the following “special categories” of more sensitive personal information:
- Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
- Information about your health, including any medical condition, health and sickness records.
- Information about criminal convictions and offences.
The purpose of processing your personal data is to allow us to consider your job application as part of our recruitment process. In the event that your application is successful, this data may also be retained and processed for the purpose of our ongoing contractual relationship (further information on this processing will be provided to you as needed). The information which you provide may also be used to assess your suitability for employment as part of our background vetting procedure.
If you choose not to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history) or object to a particular type of processing, we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
How do we keep your information safe?
Documents containing your personal data will be accessed and stored by our employees for the purposes of the recruitment and selection process. In all cases, we take appropriate steps to ensure that the documents are stored securely (whether in hardcopy or softcopy) and that access is restricted only to those employees with a legitimate purpose. Personal data will not be transferred or shared with third party organisations, apart from those providing background checks.
If your application is successful, any information which you have provided during the recruitment process will be retained only if it is relevant to the ongoing relationship. Full details of how we process personal data during the contractual relationship will be provided in due course as needed.
In the event that your application is unsuccessful any information which you have provided during the recruitment process will be retained for a maximum period of 12 months to address with any queries or issues relating to your application, following which it will be destroyed.
Accuracy of information
It is essential that the information you provide throughout the recruitment process is honest, accurate and not misleading. In the event that a discrepancy is discovered during the conduct of the background checks, an applicant will usually be given the opportunity to provide an explanation. However, all applicants should note that, should such explanation be unsatisfactory, or if we otherwise determine (in our absolute discretion) that the results of the background checks are a cause for concern, this could lead to any offer of a contract to provide services being withdrawn or, where the contract has commenced, the immediate termination of the contract. In line with the above, all offers of a contract to provide services made by us are expressly conditional upon a satisfactory background check being completed in relation to each applicant.
Why do we use information about you?
Your personal data will be used by our employees and advisors during all aspects of the recruitment process, for example to assess your application, during any interview and when finalising any recruitment decision.
We owe a duty to our patients to ensure that we maintain the highest standards of honesty and integrity when recruiting our workforce. As a result, it is our policy to undertake background checks on all applicants who are offered a contract to provide services following the recruitment process. The checks may include the following:
- verification of the applicant’s identity;
- verification of the applicant’s right to work in the UK;
- confirmation of consistency in the information provided;
- evaluation of employment references over the previous three years (where the applicant has been with one employer for the past 3 years a character reference will also be taken up);
- verification of highest level of education (where relevant);
- verification of relevant professional certifications, qualifications or affiliations (if any)
We will also use your sensitive personal information in the following ways:
- 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 a test or interview.
- 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.
How will we use information about criminal convictions?
We envisage that we will process information about criminal convictions. We 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 may be 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.
We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
Your rights of access, correction, erasure and restriction
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- 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. You also have the right to object where we are processing your personal information for direct marketing purposes.
- 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.
- Request the transfer of your personal information to another party.
If you want to review, 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 DPO@onewelbeck.com.
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
Right to withdraw consent
When 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@onewelbeck.com. 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.