This privacy notice provides information about how job applicants personal data will be used.
This privacy notice lets you know what happens to any personal data that you give to us, or any that we may collect from or about you. It applies to all applications for roles with us which you may make via this website or otherwise where we collect your personal data.
This notice lets you know what we do with your personal data and what we do to keep it secure. It also explains where and how we collect your personal data, as well as outlining your rights over any personal data we hold about you.
This privacy notice has been adopted by EMIS Group plc (company number 06553923) on behalf of itself and the other members of the EMIS Group, which includes:
- Egton Medical Information Systems Limited (company number 02117205);
- RX Systems Limited (company number 04704728);
- Ascribe Limited (company number 02394847);
- Patient Platform Limited (company number 10004395);
- MIDRSS Limited (company number (Ireland) 535367); and
together with any further companies which we may add to the group in the future.
The contact address for all of the companies referred to above is: Fulford Grange, Micklefield Lane, Rawdon, Leeds LS19 6BA.
References in this privacy notice to “we” will generally be to the relevant group company with whom you are dealing but it may also refer to the group as a whole depending on the context.
The company or relevant associated company of the company identified when making your application will be the data controller of your personal data or where you are making a more general application then each company that considers your application may be joint controllers of your personal data.
As part of any recruitment process, we collect and process 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.
We collect 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;
- 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.
We may 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 where used.
We may also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers, and information from criminal records checks. In most cases we will seek information from third parties only once a job offer has been made to you 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 our HR and recruitment management systems, and on other IT systems e.g. email.
Reason for processing personal data
We need to process data to take steps at your request prior to entering into a contract with you. We may also need to process your data to enter into a contract with you.
In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant's eligibility to work in the UK before employment starts.
We 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 whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.
We may process information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. This is to carry out our obligations and exercise specific rights in relation to employment.
For some roles, we may seek information about criminal convictions and offences. Where we seek this information, we do so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment.
We will not use your data for any purpose other than the recruitment exercise for which you have applied (save that if your application is unsuccessful, we may 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).
Access to data
Your information may be shared internally for the purposes of the recruitment exercise. This includes with members of the HR and Talent team, interviewers involved in the recruitment process, managers in the business area with a vacancy, 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 information, and the Disclosure and Barring Service to obtain necessary criminal records checks.
We will not transfer your data outside the European Economic Area.
We take the security of your data seriously and 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.
Retention of data
If your application for employment is unsuccessful, and you agree to allow us to keep your personal data on file, we will hold your data for 24 months for consideration against future employment opportunities. At the end of that period, or if you don’t give or withdraw your consent, your data will be deleted or destroyed.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and will be retained during your employment. The periods for which your data will be held will be provided to you in an employee privacy notice.
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request;
- require us to change incorrect or incomplete data;
- require us 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 we are relying on our legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact the recruiting manager in the first instance (or see the Contact section below).
If you believe that we have not complied with your data protection rights, you can complain to the Information Commissioner.
You can find out more about your rights on the Information Commissioner’s Office website - https://ico.org.uk/for-the-public/
Failing to provide personal data
You are under no obligation to provide data to us during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.
Recruitment processes and decisions are not based solely on automated decision-making.
Changes to our privacy notice
We will keep this privacy notice under regular review and we may update it from time to time (for example, to reflect changes we might make to our process or to reflect changes in the law or best practice).
Any changes we may make to our privacy notice in the future will be posted on this page. We encourage you to visit this page periodically so that you are aware of any changes which have been made.
This version of the privacy notice is effective from 25th May 2018.
If you have any comments or concerns regarding our privacy notice, or the manner in which we handle your personal data or if you would like to exercise any of the rights outlined above then please do feel free to contact the recruiting manager or by one of the following means and we will consider your comments and respond accordingly:
By post: Data Protection Officer, Fulford Grange, Micklefield Lane, Rawdon, Leeds LS19 6BA
By email: [email protected]