Job Applicant Privacy Notice
Data controller: everyLIFE Technologies Limited
Data protection officer: Taffy Gatawa
As part of any recruitment process, everyLIFE Technologies collects and processes personal data relating to job applicants. We are as a Company committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does the organisation collect?
At the initial stages of recruitment, we collect, hold and use the following types of personal data about you:
- Information contained in your CV/covering letter, including your name, title, contact details, photograph, employment history, experience skills, qualifications/ training (including educational, vocational, driving licences where appropriate), referees’ names and contact details, etc.
- Publicly available information on you, such as your business social media presence e.g. LinkedIn
- Selection information, including correspondence, interview notes, internal notes, the results of any written or online selection tests
- information about your current level of remuneration, including benefit entitlements;
- if applicable, whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process
If you receive a conditional offer of employment, we may collect, hold and use the following additional types of personal data about you:
- Pre-employment check information, including references and declaration of criminal convictions checks
- Right to work checks and related documents
We may collect this information in a variety of ways. For example, data might be contained in your CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessments.
As we are based on Cody Technology Park which is a MOD site, we will also collect personal data about you from third parties, such as references supplied by former employers, a personal reference as well as seeking your declaration about criminal conviction. Please note that we will only seek information from third parties once a job offer to you has been made and will inform you that we are doing so at that time.
Data will be stored in a range of different places including the HR management system, on IT systems including email and in personnel files.
Why does the company process personal data?
The organisation needs to process data to take steps at your request prior to entering into a contract with you. It 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 it is complying with its legal obligations. For example, it is 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 the company to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to 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 relevant to any request by you for adjustments to the recruitment process as a result of an underlying medical condition or disability. We use this information to enable us to carry out a fair, non-discriminatory recruitment process by considering/making reasonable adjustments to our process as appropriate. Our additional legal ground for using this information is that we need it to comply with a legal obligation/exercise a legal right in relation to employment – namely, the obligations not to discriminate, and to make reasonable adjustments to accommodate a disability.
If your application is unsuccessful, the company will retain your personal data on file for twelve months from the date of application in case there are future employment opportunities for which you may be suited. We will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.
Who has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR team, interviewers involved in the recruitment process, managers in the business area with a vacancy.
The organisation will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The organisation will then share your data with former employers to obtain references for your employment background
Your data may be transferred outside the European Economic Area (EEA). We require all sub- processors to obtain our prior consent when transferring data outside of the EEA and agreement is subject to assurance that your rights are enforceable within the relevant country.
How does the company protect data?
We take your privacy and protection of data very seriously. Consequently, we have put in place appropriate security measures to prevent unauthorised use of your personal data. We keep personnel files locked in a secure cupboard, access to our HR Management system is password protected with a hierarchy of permissions for individuals who are required to access records to perform their role and other IT systems are access controlled to ensure suitably authorised staff are able to see personal data.
For how long does the company keep data?
If your application for employment is unsuccessful, the organisation will hold your data on file for 12 months after the end of the relevant recruitment process. At the end of that period or once you withdraw your consent, your data is 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 HR Management system and retained during your employment. The periods for which your data will be held will be provided to you in a new 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 the organisation to change incorrect or incomplete data;
- require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
- object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact Taffy Gatawa via email on firstname.lastname@example.org
If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner managed on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to the company during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all.
Recruitment processes are not based on automated decision-making.
The PASSsystem has proved completely intuitive to use, even for the least technical care assistant – a revelation.
My Supervisors no longer spend 65% of their time in the office typing up notes taken at assessment meetings – they do it once with the customer, and get it right from the outset. My Supervisors now spend 90% of their time out in the community – better care, improved support for care workers, and more assessments.
We saw the service had made improved use of information through the implementation of The PASSsystem for assessing the quality of the service provided, including the consistency of care provided to individuals. The PASSsystem has the potential to provide the service with a greater range of information which can be utilised for Quality Assurance. This will include outcomes and tasks completed and missed. Operational statistics will include reviews and staff supervision as well as analysis of nutritional and hydration information entered by staff.
The system reduces the time and cost of setting up care plans for patients going home from hospital by 50%. This has delivered a £20K saving to my bottom line.
By listening carefully to the care industry, everyLIFE have developed a solution that greatly helps join up the provision of customer-centred care. They are on a mission to bring the much needed technical answers to the business challenges we are all facing. I very much look forward to seeing the new functionality they have in the next release and beyond.
I implemented The PASSsystem in three weeks and my customers are already seeing the benefits in quality of care.
It’s easy to use and with the training provided, all staff like the system. Any office implementing it will save a substantial amount of supervisor time.
The whole process from initial enquiry to going live was quick, efficient and easy and the support we received from the team at everyLIFE was second to none. I would recommend PASSsystem to any care company.
A really important advance for care, The PASSsystem provides care notes and completion notes instantly so we can react immediately to missed medications and other urgent care alerts.
Easy to use, extensively tested and developed by people that understand care, The PASSsystem is unique and robust at solving the critical challenges faced by the industry.