1 Introduction
Care Check LTD (“we”, “us”, “our”) is committed to protecting the privacy and security of your personal information. We take care to protect the privacy of all individuals who apply to work with us.
We have developed this privacy notice to inform you of the data we collect, what we do with your information, what we do to keep it secure as well as the rights and choices you have over your personal information during the recruitment process
Throughout this document we refer to Data Protection Legislation, which means the Data Protection Act 2018 (DPA 2018), United Kingdom General Data Protection Regulation (UK GDPR), the Privacy and Electronic Communications (EC Directive) Regulations 2003 and any legislation implemented in connection with the aforementioned legislation. This includes any replacement legislation coming into effect from time to time.
2 Our role
Care Check is the controller for the personal information we process as identified in this privacy notice. This means that we determine the purpose and means for which we process your data for recruitment purposes.
We are registered with the Information Commissioner’s Office (the ICO) with registration number Z330403X.
We have appointed The DPO Centre Ltd as our Data Protection Officer (DPO) to help us monitor internal compliance, inform, and advise on data protection obligations, and act as a point of contact for data subjects and the ICO. For further details on how you can contact us or our DPO, please see the contact us section below.
Please note, where you have applied to work for us through a third-party recruiter/website, the third party will be an independent controller for your data in certain instances. For more information about this processing, you should visit the privacy notice of the specific third party.
3 The information we collect and when
We only collect personal information that we know we will genuinely use and in accordance with Data Protection Legislation. In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
• Contact Data: Personal data such as your name, address, email and telephone number in order to communicate with you during the recruitment process.
• Application Data: Personal data that you submit to us in your application material. This will typically include your: resume, cover letter, responses to any role-specific questions and details on how you heard about the vacancy. This may also include personal information on your public LinkedIn page or website/blog/portfolio, should you provide a link in your application.
• Interview Data: Any information you provide to us during the interview process. • Legal Data: Information necessary to comply with applicable laws, such as residence and work permits to ensure that you are entitled to work in the UK.
• Cookies and IP Data: This information will be collected if you have applied via our website. For more information please see our Privacy Notice on our website.
• CCTV Data: You may be captured on CCTV should you visit one of our sites for an interview. We may also collect, store and use the following types of more sensitive personal information:
• Background Check Data: Information needed to complete and generated from background, right to work and/or security checks, where necessary, which could include information about criminal convictions and offences, as well as copies of photo identification.
4 How we use your information
4.1 Collection
In most instances we collect personal information directly from you, for example via an application through a third-party recruitment website (such as Indeed) , or as part of an interview with you. In other instances, we may collect personal information from:
• Recruitment agencies.
• Background and pre-employment check providers.
• Credit reference agencies.
• Your named referees.
• Publicly available sources (such as LinkedIn).
4.2 Lawful basis
We only process, store or transfer your personal information when we have a legal basis for doing so, such as where:
• It is in our legitimate interests to decide whether to appoint you as it would be beneficial to our business to appoint someone in the position you have applied for.
• We need to process your personal information to decide whether to enter into a contract of employment with you.
• We ask for your consent 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 have legal obligations to maintain data
If you fail to provide information when requested, which is necessary for us to consider your application, we will not be able to process your application successfully. For example, if we require a background 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.
4.3 Purpose
We may use your data in the following ways:
| Processing activity | Categories of Data | Lawful basis |
| Assess your skills, qualifications, and suitability for the role. | Application Data; Interview Data. | Contractual Obligation |
| Carry out background and reference checks, where applicable. | Contact Data; Background Check Data | Legitimate Interest (to satisfy ourselves that there is nothing which makes you unsuitable for the role to which you have applied; Employment, Social Security or Social Protection purposes; Substantial Public Interest (detecting and preventing unlawful acts). |
| Communicate with you about the recruitment process. | Contact Data; Application Data | Contractual Obligation |
| Keep records related to our hiring processes. | Contact Data; Application Data; Interview Data; Legal Data; Background Check Data; | Legitimate Interest; Legal Obligation; Consent (in some instances – see section 7) |
| Comply with legal or regulatory requirements. | Legal Data | Legal Obligation |
5 Data Sharing
5.1 Who we may share your data with
We will only share your personal information with the following third parties for the purposes of processing your application:
• Recruitment partners (such as Indeed).
• Parties involved with DBS or pre-employment checks (including Matrix and TrustID). • With professional advisors, such as lawyers, where necessary in the course of the professional services that they render to us.
• With government or law enforcement officials or private parties as required by law and disclose and use such information as we believe necessary or appropriate.
We only share your data with third parties that can provide sufficient guarantees that they will process your data securely and in accordance with Data Protection Legislation.
5.2 International transfers of information
Care Check does not transfer you information outside of the UK as part of its recruitment activities. However, should Care Check, or any third party Care Check shares data with need to transfer your personal information from the UK to countries not deemed by the ICO to provide an adequate level of personal information protection, the transfer will be based on safeguards that allow us (or them) to conduct the transfer in accordance with the data protection legislation, such as the specific contracts approved by the ICO providing adequate protection of personal information.
6 Your rights over your information
You have a number of rights over how we manage your personal information. If you would like to exercise any of these rights, please contact our Data Privacy Team using the contact details in this notice. We may ask you for information to confirm your identity when responding to any such requests. We will typically respond to your requests within one month from the confirmation of your identity, unless we require additional time and are entitled to this as per Data Protection Legislation.
Under certain circumstances, by law you have the right to:
6.1 Be informed about our collection and use of personal data
You have the right to be informed about the collection and use of your personal data. We ensure we do this through this privacy notice. This notice is regularly reviewed to ensure it is accurate and reflects our recruitment activities.
6.2 Right to access your personal information
You have the right to access the personal information that we hold about you by making a request. This is referred to as a ‘Data Subject Access Request’. If we agree that we are obliged to provide personal information to you (or someone else on your behalf), we will typically provide it to you or them free of charge and aim to do so within one month from when your identity has been confirmed.
6.3 Right to rectify your personal information
If any of the personal information we hold about you is inaccurate, incomplete, or out of date, you may ask us to correct it.
6.4 Right to object or restrict our processing of your data
You have the right to object to us processing your personal information for particular purposes or have its processing restricted in certain circumstances.
6.5 Right to erasure
You have the right to have personal data erased. This is also known as the ‘right to be forgotten’. The right is not absolute and only applies in certain circumstances.
6.6 Right to portability
The right to portability gives you the right to receive personal data you have provided to a controller in a structured, commonly used, and machine-readable format. It also gives them you the right to request that a controller transmits this data directly to another controller.
This right is unlikely to apply to Care Check’s use of your data, but if you would like to discuss this right, please contact us as set out below.
6.7 Right to withdraw consent
Should we be relying on consent for the processing of your personal data, you have the right to withdraw such consent at any time.
6.8 Right in relation to automated decision making
Should we use your personal data for the purposes of automated decision-making and our automated decisions have a legal (or similarly significant) effect on you, you have the right to challenge those decisions and to request human intervention, express your own point of view and obtain an explanation of the decision from us.
6.9 For more information about your privacy rights
The Information Commissioner’s Office (ICO) regulates data protection and privacy matters in the UK. They make a lot of information accessible to consumers on their website and they ensure that the registered details of all data controllers such as ourselves are available publicly. You can access them here https://ico.org.uk/for-the-public.
You can make a complaint to the ICO at any time about the way we use your information. However, we hope that you would consider raising any issue or complaint you have with us first. Your satisfaction is extremely important to us, and we will always do our very best to solve any problems you may have.
7 How long we keep your information for
We will retain your personal information for no longer than 12 months after we have communicated to you our decision about whether to appoint you. 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 and Data Protection Legislation.
If 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 longer period. If we do not contact
you in 24 months, we will delete the data. You have the right to withdraw your consent for processing for this purpose at any time. To withdraw your consent, please contact us as set out below.
8 Security
Data security is of great importance to us and to protect your data we have put in place suitable physical, electronic, and managerial procedures to safeguard and secure your collected data.
Only a limited number of individuals will have access to your data as part of the recruitment exercise. Those with access will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We further limiting access to our buildings to those that we have determined are entitled to be there and implement access controls for all physical and digital secure areas.
We 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.
If you would like additional assurances regarding how we process data securely please contact us as set out below.
9 Changes to Our Privacy Notice
We may change this privacy notice from time to time (for example, if the law changes). We recommend that you check this notice regularly to keep up-to-date.
10 How to contact us
If you would like to exercise one of your rights as set out above, or you have a question or a complaint about this notice, the way your personal information is processed, please contact us or our DPO through one of the following means:
By email: privacy@carecheck.co.uk
By post: Care Check Ltd, 1st Floor Orchard House, Crab Apple Way, Evesham, WR11 1GP By phone: 0333 777 8575
Thank you for taking the time to read our privacy notice.