Data controller: Gipping Occupational Health and Wellbeing Limited
Data protection officer: The DPO Centre
As part of any recruitment process, Gipping OH 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. This privacy notice will inform you as to which Personal Data we collect, why we process it, for how long we will process it, with whom we will share your data with, as well as your legal rights regarding the processing of your Personal Data when you are applying for a job with us.
Please read the following privacy notice carefully to understand our views and practices regarding your Personal Data and how we will treat it.
Whenever you provide personal information, we are legally obliged to use it in accordance with the laws concerning the protection of personal information. GIPPING OCCUPATIONAL HEALTH LIMITED (“Gipping OH”) is a company incorporated and registered in England and Wales with company number 3127904 whose registered office is at 10-11 Norfolk House, Williamsport Way, Lion Barn Industrial Estate, Needham Market, Suffolk, IP6 8RW.
By “Personal Data” we refer to information collected or held by Gipping OH, that identifies and relates to you as an individual.
For the purposes of the United Kingdom General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and any other applicable data protection and privacy laws and regulations (“Data Protection Legislation”), Gipping OH will be the ‘data controller’ and has registered with the Information Commissioners Office under registration number, Z8108635.
We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.
Contact details
Our full contact details are as follows:
Address: 10-11 Norfolk House, Williamsport Way, Lion Barn Industrial Estate, Needham Market, Suffolk, IP6 8RW
Telephone Number: 01449 766913
Email address: advice@gipping.co.uk
The Personal Data that we collect
The organisation collects 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 the organisation needs to make reasonable adjustments during the recruitment process;
- information about your entitlement to work in the UK; and
- any other information you have provided to us within your application, CV, or during the interview process.
The organisation collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.
Gipping OH will 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. Gipping OH will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.
We will not seek to undertake criminal records checks as part of the recruitment process. However, for certain job roles within the organisation (such as occupational health nurses), such checks will be undertaken once you become an employee of Gipping OH. Where the organisation seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.
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).
If you fail to provide Personal Data
You are under no statutory or contractual obligation to provide data to the organisation 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.
You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.
Purposes and lawful bases for processing
We will use the personal information we collect about you to:
- Assess your skills, qualifications, and suitability for the role;
- Carry out background and reference checks, where applicable;
- Communicate with you about the recruitment process;
- Keep records related to our hiring processes;
- Make reasonable adjustments for your interview; and
- Comply with legal or regulatory requirements.
It is in our legitimate interests to process Personal Data during the recruitment process and for keeping records of the process. Where we rely on this lawful basis, we will always inform you of our legitimate business interest and your right to object. Where we use legitimate interest, we will undertake a ‘balancing assessment’ to ensure that our legitimate interests do not outweigh those of the data subject/s.
Having received your CV we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references.
Where we have decided to offer you a role, Gipping OH needs to process your Personal Data prior to entering into a contract of employment with you. In addition, we need to process your Personal Data to ensure that we are complying with our legal obligations. For example, to check a successful applicant’s eligibility to work in the UK before employment starts. Gipping OH may also in exceptional circumstances need to process data from job applicants to respond to and defend against legal claims.
Gipping OH processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
Retaining your information
If your application is unsuccessful, we will retain your Personal Data for a period of 6 months after we have communicated our decision about whether to appoint you to the role. 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 candidates 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 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 to retain your Personal Data for an agreed period. You are free to withdraw such consent at any time.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.
Protecting your information
The organisation takes the security of your data seriously. It has 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.
Data protection officer
To ensure we continue to monitor our obligations under Data Protection Legislation, Gipping OH has appointed a data protection officer (DPO). If you wish to contact the DPO regarding any specific elements of Gipping OH’s data handling, please send your enquiries for attention of the DPO to advice@gipping.co.uk.
Sharing your information with others
Your information will be shared internally for the purposes of the recruitment exercise. This includes 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 only share your personal information with third parties for the purposes of processing your application. All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
Where your application for employment is successful and we make you an offer of employment, Gipping OH will then share your data with former employers to obtain references for you and (where necessary for the role) the Disclosure and Barring Service to obtain necessary criminal records checks.
We will not transfer your data outside the UK/EU.
Your rights relating to your Personal Data
You have rights in relation to any Personal Data that we hold about you. If you wish to access your Personal Data you may make a formal subject access request by contacting Gipping OH at advice@gipping.co.uk.
The information you request must relate to you or another person for whom you have authority to act on their behalf. Gipping OH will require confirmation of your ID prior to providing any information about the data we hold. If you are unable to provide sufficient information to prove your ID, Gipping OH reserves the right to refuse your request for access to Personal Data.
The other rights you have in relation to the Personal Data we hold regarding you are:
- the right to rectify any inaccuracies in the information we hold;
- the right to erasure of information in specific circumstances;
- the right to request transfer of your information to another controller;
- the right to request restriction of the processing of your information; and
- the right to object to processing in specified circumstances.
If you have provided us with consent to process your information, you always reserve the right to withdraw this consent via the method detailed in the paragraph below. We are committed to ensuring that your wishes are respected and upon notification that you wish to withdraw your consent, Gipping OH will immediately cease processing the information in question.
Please send your request to Gipping OH by emailing advice@gipping.co.uk. We will always process your request within one month.
Changes to this Privacy Notice
We may change this Privacy Notice at any time to ensure it always accurately reflects the way we collect, use and safeguard your Personal Data.
Please check this notice from time to time to ensure you are aware of any updates we may have made to our Personal Data handling practices. The date of the changes will be listed in the ‘Last updated’ section below. We will notify all of our current clients of any updates to this notice via email and we will post the relevant announcement on our website homepage.
We recommend that you print a copy of this page for your reference.
How can you make a complaint?
Please note that if you are not satisfied with the processing of your Personal Data as set out in this Privacy Notice, please contact us at advice@gipping.co.uk.
If you feel we have not adequately resolved your issue, you have the right to issue a complaint with the Information Commissioner’s Office (https://ico.org.uk/concerns/).
Contacting us
Please contact us at advice@gipping.co.uk if you have any questions, comments or requests regarding this Privacy Notice