As part of any recruitment process, Bodyset collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.
What information does Bodyset collect?
We collect a range of information about you. This may include:
- your name, address and contact details, including email address and telephone number;
- details of your qualifications, skills, experience and employment history;
- information about your current level of remuneration, including benefit entitlements;
- whether or not you have a disability for which we need to make reasonable adjustments during the recruitment process;
- 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.
We collect this information in a variety of ways. For example, data might be contained in application forms or CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests.
We will also collect personal data about you from third parties, such as references supplied by former employers and information from criminal records checks, where necessary for the role. 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.
Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).
Please let us know if any of your data is incorrect or inaccurate and we will update it.
Why does Bodyset process personal data?
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 we are complying with our legal obligations. For example, we are required to check eligibility to work in the UK before employment starts.
We also 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 make an offer of employment. We may also need to process data from applicants to respond to and defend against legal claims
Where we rely on legitimate interests as a reason for processing data, we will consider whether or not those interests are overridden by the rights and freedoms of applicants and provided we have concluded that they are not, we are entitled to process the data on that basis.
We process health information if we need to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out our legal obligations and exercise specific rights in relation to employment.
Where we process other special categories of data, such as ethnic origin, marital status, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes.
For some roles, we are obliged to seek specific information about criminal convictions and offences. Where we seek this information, we do so because it is necessary for us to carry out our legal obligations and exercise specific rights in relation to employment. This currently applies to a number of our clinical roles in order to process DBS checks
If your application is unsuccessful, we will keep your personal data on file in case there are future employment opportunities for which you may be suited. We will ask for your consent before we keep your data for this purpose and you are free to withdraw your consent at any time by logging into the Bodyset careers site. (www.careers.bodyset.co.uk)
Automated decision-making
Recruitment processes are not based solely on automated decision-making
Who has access to data?
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, recruiting managers 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 we make you an offer of employment. We may then share your data with former employers to obtain references for you, employment background check providers to obtain necessary
background checks and, for some roles, the Disclosure and Barring Service to obtain necessary criminal records checks.
Your data may be transferred to countries outside the European Economic Area (EEA) provided that certain conditions are met to ensure that your data is held securely and consistently with data protection legislation.
How does Bodyset protect data?
We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.
For how long does Bodyset keep data?
If your application for employment is unsuccessful, we will hold your data on file for 12 months after which it is securely destroyed
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your employee file and retained during your employment.
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 Bodyset to change incorrect or incomplete data;
- require Bodyset to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
- object to the processing of your data where Bodyset is relying on its legitimate interests as the legal ground for processing; and ask Bodyset to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override Bodyset’s legitimate grounds for processing data
Contact
For questions, further information about our handling of personal data or if you would like to exercise any of these rights, please contact [email protected]
If you are unhappy with any aspect of our handling of your data you can make a complaint to the Information Commissioner’s Office – https://ico.org.uk/concerns/
Changes to this Privacy Policy
This privacy policy is regularly reviewed and will be updated when necessary. If we make any significant changes to the policy we will communicate these to you.
