Privacy policy
DATA CONTROLLER
IAAPS Ltd (hereafter IAAPS) is the ‘Data Controller’. This means that we are responsible for deciding how we hold and use personal information about you (your ‘personal data’). Our Registration Number in the Data Protection Public Register is: ZA767135.
PURPOSE
As part of any recruitment process, IAAPS collects and processes personal data relating to job applicants, whether you are applying for work with us as an employee, worker or contractor. IAAPS is committed to being transparent about how it collects and uses that data, and to meeting its data protection obligations.
This Job Applicant Privacy Notice explains how your personal data is processed and used by IAAPS and for what purposes it is held.
WHAT INFORMATION IS COLLECTED?
IAAPS collects and processes a range of information about you in connection with your application for work with us. This includes:
- your name, title, address and contact details, including email address and telephone number;
- your date of birth and gender;
- details of your qualifications, skills, experience and employment history;
- information about your current level of remuneration, including benefit entitlements;
- information about your health including your health and sickness records and whether or not you have a health condition or disability for which IAAPS needs to make reasonable adjustments during the recruitment process;
- information about your eligibility to work in the UK;
- equal opportunities monitoring information, including information about your race, ethnic origin, marital status, sexual orientation, religion or belief;
- in certain circumstances, information about criminal convictions and offences; and
- any other information you have provided to us as part of your application process including information given in your curriculum vitae, covering letter and during any interview process.
IAAPS collects this information in a variety of ways. For example, your data might be contained in application forms, CVs or resumes; obtained from your passport or other identity documents such as your driving licence; from forms completed by you at the start of or during employment (such as benefit nomination forms); from correspondence with you; or through interviews, meetings or other assessments.
In some cases, IAAPS collects personal data about you from third parties, such as references supplied by former employers, occupational health questionnaire information obtained through occupational health, information obtained from recruitment agencies and criminal convictions information from criminal records checks permitted by law. IAAPS will usually collect information from your referees and/or carry out a criminal record check only once a job offer has been made to you. However, we may contact your referees prior to making a job offer to you with your permission.
We may also collect personal data about you from publicly available sources, for example your profile on LinkedIn.
WHY IS YOUR PERSONAL DATA PROCESSED?
IAAPS needs to process the personal data we collect about you to:
- assess your skills, qualifications and suitability for the work or role you are applying for;
- carry out background and reference checks, where applicable;
- communicate with you about the recruitment process;
- keep records related to our hiring processes; and
- comply with our legal or regulatory requirements.
We need to process your personal data to decide whether to enter into a contract with you.
IAAPS has a legitimate interest in processing your personal data during the recruitment process and for keeping records of the process in order to allow IAAPS to manage the recruitment process, assess and decide whether to appoint you to the relevant role as it would be beneficial for our business to appoint someone to that role. IAAPS may also need to process your personal data to respond to and defend against legal claims.
IAAPS will use information about your disability status to consider whether we need to provide appropriate adjustments during your recruitment process, for example whether adjustments need to be made during an interview.
IAAPS will use information about your race or national or ethnic origin, sexual orientation, or religious, philosophical or moral beliefs to ensure meaningful equal opportunity monitoring and reporting.
We envisage that we will process information about criminal convictions. If you are applying for a specific role where the law requires us to carry out criminal record checks for those carrying out the role, we will collect information about your criminal convictions history if we would like to offer you the work or 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.
We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
WHO HAS ACCESS TO YOUR PERSONAL DATA?
Your personal data will be shared internally for the purposes outlined above, and with any of our group companies, including the University of Bath. This includes members of the HR and recruitment team, shortlisting and interview panel members involved in the recruitment process (this may include external panel members), other managers within IAAPS with a vacancy (where appropriate) and IT staff if access to your personal data is necessary for the performance of their roles.
Other than as set out below, IAAPS will not share your data with third parties (excluding any group company), unless your application for employment is successful and you receive an offer of employment. As well as circulating your application and related materials to the appropriate team members at IAAPS, we will share your personal information for the above purposes as relevant and necessary with:
- your referees;
- companies or organisations providing specific services to, or on behalf of IAAPS (e.g. RUH Occupational Health Service).IAAPS may share your personal data with our third party HR system provider for the purpose of administering the recruitment process.
IAAPS will not transfer your data outside the UK or the European Economic Area (EEA) unless it is required in order to meet our contractual obligations with you (e.g. to conduct reference checks). Such transfers are carried out with appropriate safeguards in place to ensure the confidentiality and security of your personal information.
HOW DOES IAAPS PROTECT YOUR PERSONAL DATA?
IAAPS takes the security of your personal data seriously and has internal policies and controls in place to prevent your personal data from being accidentally lost, destroyed, misused, disclosed or accessed in an unauthorised way.
In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. 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.
HOW LONG IS YOUR PERSONAL DATA KEPT?
If your application for employment is unsuccessful, IAAPS will retain your personal data for a period of 6 months after we have communicated our decision to you. We retain your personal data for that period so that we can show, in the event of a legal claim, that we have not discriminated against applicants 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 data in accordance with our data retention policy.
If we wish to retain your personal data 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 data for a fixed period on that basis.
If your application for employment is successful, IAAPS will hold all your personal data on our recruitment system for 6 months after we have communicated our decision to you. Your personal data gathered during the recruitment process will be transferred to your personnel file (in hard copy or electronic format, or both), and on HR and Payroll systems and retained in accordance with our data retention policy.
YOUR RIGHTS
Under certain circumstances, by law you have the right to:
- request access to and obtain a copy of your personal data;
- request correction of the personal data we hold about you;
- request erasure of your personal data, for example where the data is no longer necessary for the purposes of processing outlined above or where you have exercised your right to object to processing (see below);
- object to the processing of your personal data where IAAPS is relying on a legitimate interest (or those of a third party) as the legal ground for processing and there is something about your particular situation which makes you want to object to processing on this basis. You also have the right to object where we are processing your personal data for direct marketing purposes;
- request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data, for example if you want us to establish its accuracy or the reason for processing it; and
- request the transfer of your personal data to another party.
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.
WHAT IF YOU DO NOT PROVIDE PERSONAL DATA?
If you fail to provide information when requested, which is necessary for us to consider your application, IAAPS may not be able to process your application properly or at all.
AUTOMATED DECISION-MAKING
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.