This notice is compliant with the General Data Protection Regulation (GDPR) which comes into effect in the UK on the 25th May 2018 and provides candidates who have applied for a role with us with information about how their personal data will be used during the recruitment process with Centre for Dentistry.
Centre for Dentistry collects and processes personal data relating to candidates in order to manage the recruitment process. Centre for Dentistry is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does the Company collect?
Centre for Dentistry collects and processes a range of information about you. This includes:
- your name, 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 nationality and entitlement to work in the UK;
- information about your criminal record;
- information about medical or health conditions, including whether or not you have a disability for which Centre for Dentistry needs to make reasonable adjustments; and
- equal opportunities monitoring information including information about your ethnic origin, sexual orientation and religion or belief.
Centre for Dentistry may collect this information in a variety of ways. For example, data might be collected through application forms, CV, obtained from your passport or other identity documents such as your driving licence, from forms completed by you (such as details of your hep B status), from correspondence with you or through interviews, meetings or other assessments.
In some cases, Centre for Dentistry may collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers, information from credit reference agencies and information from criminal records checks permitted by law.
Data will be stored in a range of different places, including in the Company's HR management systems and in other IT systems (including Centre for Dentistry email system).
Why does the Company process personal data?
Centre for Dentistry needs to process data in order to assess whether you are suitable for a role within our organisation and to decide whether to enter into an employment contract with you and to meet our legal obligations. For example, we need to process your data to check you have the right to work in the UK, are qualified to the level you say you are and to assess your competency to complete the adverstised role.
Centre for Dentistry has a legitimate interest in processing personal data before the employment relationship starts. Processing employee data allows Centre for Dentistry to:
- run recruitment processes;
- maintain accurate and up-to-date contact details (so we can contact you to discuss arranging interviews etc.;
- comply with our legal and best practice obligations in terms of health & safety and CQC;
- ensure effective general HR and business administration;
- gather references on request from former employers; and
- respond to and defend against legal claims.
Some special categories of personal data, such as information about health or medical conditions, is processed to carry out employment law obligations (such as those in relation to candidates with disabilities).
Where Centre for Dentistry processes other special categories of personal data, such as information about ethnic origin, sexual orientation or religion or belief, this is done for the purposes of equal opportunities monitoring. Data that Centre for Dentistry uses for these purposes is anonymised or is collected with the express consent of candidate, which can be withdrawn at any time. Candidates are entirely free to decide whether or not to provide such data and there are no consequences of failing to do so.
Who has access to data?
Your information may be shared internally, including: members of the HR and recruitment team (including payroll), your potential line manager, managers in the business area in which you have applied to work and IT staff if access to the data is necessary for performance of their roles.
Centre for Dentistry may share your data with third parties in order to obtain pre-employment references from other employers, obtain employment background checks from third-party providers and obtain necessary criminal records checks from the Disclosure and Barring Service if a role is offered.
Centre for Dentistry will not transfer your data to countries outside the European Economic Area.
How does the Company protect data?
Centre for Dentistry takes the security of your data seriously. Centre for Dentistry has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.
Where Centre for Dentistry engages third parties to process personal data on our behalf, we do so on the basis of written instructions, under a duty of confidentiality and are obliged to implement appropriate technical and Centre for Dentistry measures to ensure the security of data.
For how long does the Company keep data?
If you are successful in applying for a role with Centre for Dentistry then please read our employee privacy notice for details of how long we will keep your data.
If you apply for a role with us and are unsuccessful in being offered a role then we will destroy your details immediately. If you would like to join our talent pool then please let a member of the recruitment team know. We would then keep your details on file for six months in case a suitable role arises.
Your rights
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request;
- require Centre for Dentistry to change incorrect or incomplete data;
- require Centre for Dentistry to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
- object to the processing of your data where Centre for Dentistry is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact the HR team.
If you believe that Centre for Dentistry has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
Certain information, such as contact details, your right to work in the UK and details of your qualifications have to be provided to enable Centre for Dentistry to assess your application fully. If you do not provide the requested information, this will hinder Centre for Dentistry’s ability to administer the recruitment process efficiently and may result in us not having enough information to properly assess your application.