Recruitment Privacy Promise

A) Data Protection Principals

Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles. In accordance with these principles, we will ensure that:

1. Processing is fair, lawful and transparent
2. Data is collected for specific, explicit, and legitimate purposes
3. Data collected is adequate, relevant and limited to what is necessary for the purposes of processing
4. Data is kept accurate and up to date. Data which is found to be inaccurate will be rectified or erased without delay
5. Data is not kept for longer than is necessary for its given purpose
6. Data is processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures
7. We comply with the relevant GDPR procedures for international transferring of personal data

B) Types of Data Held

We keep several categories of personal data on our prospective employees in order to carry out effective and efficient processes. We keep this data in recruitment files relating to each vacancy and we also hold the data within our computer systems, for example, recruitment logs.

Specifically, we hold the following types of data:

1. Personal details such as name, address, phone numbers; email addresses
2. Your photograph;
3. Your gender, marital status, information of any disability you have or other medical information;
4. Right to work documentation;
5. Information on your race and religion for equality monitoring purposes;
6. Information gathered via the recruitment process such as that entered into a CV/application form or included in a cover letter;
7. References from former employers;
8. Details on your education and employment history etc;
9. Driving licence and other relevant driving documentation;
10. Criminal convictions and DBS information

C) Collecting your Data

You provide several pieces of data to us directly during the recruitment exercise.

In some cases, we will collect data about you from third parties, such as employment agencies, former employers when gathering references.

Should you be successful in your job application, we will gather further information from you, for example, your bank details and next of kin details, once your employment begins.

Personal data is kept in files or within the Company’s HR and IT systems.

D) Lawful Basis for Processing

The law on data protection allows us to process your data for certain reasons only.

The information below categorises the types of data processing we undertake and the lawful basis we rely on.

Activity requiring your data	Lawful basis
Carrying out checks in relation to your right to work in the UK	Legal obligation
Making reasonable adjustments for disabled employees	Legal obligation
Making recruitment decisions in relation to both initial and subsequent employment e.g. promotion	Our legitimate interests
Making decisions about salary and other benefits	Our legitimate interests
Making decisions about contractual benefits to provide to you	Our legitimate interests
Assessing training needs	Our legitimate interests
Dealing with legal claims made against us	Our legitimate interests
Preventing fraud	Our legitimate interests
Ensuring our administrative and IT systems are secure and robust against unauthorised access	Our legitimate interests
DBS (Disclosure and Barring Services)	Legal Obligation

E) Special Categories of Data

Special categories of data are data relating to your:

1. Health
2. Criminal Convictions
3. Sexual orientation
4. Race
5. Ethnic origin
6. Religious belief.

We process your special category data because:

• It is necessary due to the health & social care act 2008 (schedule 3) as we are required to perform Disclosure and Barring Service (DBS) checks on all candidates applying for a job with the company

We carry out processing activities using special category data:

1. For the purposes of equal opportunities monitoring
2. To determine reasonable adjustments

Most commonly, we will process special categories of data when the following applies:

1. You have given explicit consent to the processing
2. We must process the data in order to carry out our legal obligations
3. We must process data for reasons of substantial public interest
4. You have already made the data public.

F) Failure to Provide Data

Your failure to provide us with data may mean that we are unable to fulfil our requirements for entering into a contract of employment with you. This could include being unable to offer you employment or administer contractual benefits.

G) Criminal Conviction Data

We will only collect criminal conviction data where it is appropriate given the nature of your role and where the law permits us. This data will usually be collected at the recruitment stage and will also be collected during your employment. We use criminal conviction data to determine your suitability, or your continued suitability for the role. We rely on the lawful basis of the “health & social care act 2008 (schedule 3)” to process this data.

H) Who we Share your Data With

Employees within our company who have responsibility for recruitment and administration, will have access to your data which is relevant to their function.

We do not share your data with bodies outside of the European Economic Area.

I) Protecting your Data

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We are continuing to implement processes and new computer systems to guard against such matters.

J) Retention Periods

We only keep your data for as long as we need it for, which, in relation to unsuccessful candidates, is 3 to 6 months.

If your application is not successful and we have not sought consent, or you have not provided consent upon our request to keep your data for the purpose of future suitable job vacancies, we will keep your data for six months once the recruitment exercise ends.

If we have sought your consent to keep your data on file for future job vacancies, and you have provided consent, we will keep your data for nine months once the recruitment exercise ends. At the end of this period, we will delete or destroy your data, unless you have already withdrawn your consent to our processing of your data in which case it will be deleted or destroyed upon your withdrawal of consent.

Where you have provided consent to our use of your data, you also have the right to withdraw that consent at any time. This means that we will stop processing your data and there will be no consequences of withdrawing consent.

If your application is successful, your data will be kept and transferred to the systems we administer for employees. We have a separate privacy notice for employees, which will be provided to you should you be successful in joining the company.

K) Automated Decision Making

Automated decision-making means making decision about you using no human involvement e.g. using computerised filtering equipment. Millennium Care does not undertake such processes.

L) Your Rights

You have the following rights in relation to the personal data we hold on you:

1. The right to be informed about the data we hold on you and what we do with it;
2. The right of access to the data we hold on you.
3. The right for any inaccuracies in the data we hold on you, however they come to light, to be corrected. This is also known as ‘rectification’;
4. The right to have data deleted in certain circumstances. This is also known as ‘erasure’;
5. The right to restrict the processing of the data;
6. The right to transfer the data we hold on you to another party. This is also known as ‘portability’;
7. The right to object to the inclusion of any information;
8. The right to regulate any automated decision-making and profiling of personal data.

In addition to the above rights, you also have the unrestricted right to withdraw consent, that you have previously provided, to our processing of your data at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.

If you wish to exercise any of the rights explained above, please contact:

Millennium Care Services Ltd

HR Department

Station Lane
Featherstone
Pontefract
West Yorkshire
WF7 5BA

M) Data Protection Lead

Should you wish to contact us, please ask for the “data protection lead” via the following options:

Telephone: 01977 602867

Email address: [email protected]

Address: Millennium Care Services Ltd, Station Lane, Featherstone, Pontefract, West Yorkshire WF7 5BA

N) Making a Complaint to the Information Commissioner’s Office (ICO)

If you think your data rights have been breached, you are able to raise a complaint with the Information Commissioner (ICO). You can contact the ICO at:

Information Commissioner’s Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire
SK9 5AF

Telephone: 0303 123 1113 (local rate) or 01625 545 745