Important legal notice
EIDO Healthcare Limited and EIDO Systems International Limited (together referred to as “EIDO”, “we”, “us”, “our”) are committed to protecting and respecting your privacy.
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand how we use and protect the information that you provide to us in accordance with the General Data Protection Regulation (“GDPR”).
By applying for a vacancy with us you agree that your personal information will be used by us as described in this policy.
For the purposes of GDPR, the data controllers are EIDO Healthcare Limited and EIDO Systems International Limited both of Bridgford Business Centre, 29 Bridgford Road, West Bridgford, Nottingham, NG2 6AU. For further information about how to contact us, please see the section headed, Our Data Protection Officer and your queries and right to complain.
Data protection principles
We will comply with data protection law. It requires that the personal information we hold about you must be: -
- Processed fairly, lawfully and in a transparent manner.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to that which is necessary for those purposes.
- Accurate and kept up to date.
- Kept only for as long as necessary for the purposes we use it for and which we have told you about.
- Kept securely.
Processing your personal information
We will collect and process the following information (“Personal Information”) about you:
Information you give us
When you contact us by email, phone or otherwise to apply for a vacancy or send us your CV, we will collect personal data from you, as more particularly set out below in the section entitled “What kind of personal data do we collect from you”.
Information we receive about you from third parties
Sometimes recruitment agencies and educational institutions will send us CVs or other information about candidates they think might be suitable for a role with us.
Information we obtain from public sources
Sometimes we will look to public sources to find information about potential candidates for job roles within EIDO.
What kind of personal information do we collect from you?
We will make sure that we only collect the minimum information we need from you at each stage of this process. If you or any third party (e.g. a recruitment agent) provides us with information that is irrelevant or excessive, we will dispose of it securely and will not keep a copy.
If you decide to apply for a position, we will need to collect and process Personal Information, including (without limitation):
At application stage we will collect the following information:
- name, address, postcode and e-mail address.
- contact telephone number.
- your application/CV, including (without limitation) details of your skills (education, professional qualifications and training), employment history, criminal convictions and referees, previous salary, start date.
- whether you are eligible to work in the UK, Nationality, Ethnicity, Religion, Sexual Orientation and hold a full driving licence; and how you heard about us.
If you do not provide us with this Personal Information, we will not be able to consider your application. If you are invited to interview stage, we may collect the following personal data:
- eligibility to work in the UK – copies will be taken; and
- notes of your interview and appraising your performance.
The information we need to collect to confirm eligibility to work might include a copy of your passport, work visa, P45, national insurance card, utility bill or proof of address.
How will we use the personal information we hold about you?
Personal Information you provide to us will be used to:
- process your application.
- consider you for the position you have applied for, and any upcoming vacancies that are suitable (if you have opted in to be contacted in respect of subsequent vacancies).
- fulfil our legal obligations including (without limitation) to carry out our obligations arising from any contracts entered into between you and us to provide you with information that you request from us.
- provide general information (which does not identify individuals) and statistics to help us develop our processes.
- make up part of your personnel records if your application is successful. However, this will only be for as long as it is relevant to your employment.
- approach your nominated referees for the purposes of obtaining references; and
- carry out equal opportunities monitoring (see below).
Where you provide personal data about somebody else, like your referees, you should always ask them beforehand to get their consent.
We are required by law to make basic documentation checks on every candidate invited for interview. Please note that we will ask you to provide evidence of your eligibility to work in the UK.
Such evidence might include your passport, national insurance card, driving licence, proof of address, a UK work visa, a P45 or a combination of these.
Other Personal Information, for example, relating to your gender, race or ethnic origin, religion or belief, age bracket, details of any disability and sexual orientation will be requested for the purpose of monitoring.
This Personal Information is requested purely for monitoring purposes.
How long will we keep your personal information for?
We will keep Personal Information for no longer than 12 months after receiving your application and where we do not take you forward to interview stage. If you proceed to interview we will keep your Personal Information for 12 months from interview unless you are successful in which case your Personal Information will be transferred to our HR Team who will retain it in line with our HR Retention Policy. We will also give you the opportunity to request that we keep your CV on file for consideration for future roles.
Who do we share your personal information with?
We will share your Personal Information with third parties, including third-party service providers. We require that any third parties we share personal data with, respect the security of your Personal Information and treat it in accordance with the law.
In addition, we will disclose the Personal Information we hold about you to third parties where required by law, where necessary to administer our relationship with you or where we have another legitimate reason to do so.
The following activities are carried out by third party service providers:
- background checking services; and
- pre-employment checking
The lawful basis on which we handle your personal information
Data protection law sets out a number of conditions which organisations can rely on in order to lawfully handle personal information. The conditions we rely on are as follows: -
The law permits us to handle your Personal Information where necessary in our legitimate interests provided that this isn’t outweighed by your interests. Many of the purposes we handle your Personal Information, described above, fall into this category as they are essential activities which enable us to manage our recruitment process, to improve our processes. We may, if necessary, also use your Personal Information to defend our legal rights or to obtain legal advice and to manage any complaint that you might have. We ensure that your rights and interests are protected when we do this.
We are permitted to use your Personal Information when you give us your consent for us to do so. For example, if you ask us to keep you informed about future vacancies when they arise.
Required by law
We will, if required by law, disclose your Personal Information for example in response to a court order. We will disclose your Personal Information if requested by a law enforcement agency or where we believe it is necessary to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person or as otherwise permitted or required by law and consistent with legal requirements.
Where we store personal information
All Personal Information you provide to us is stored on our secure servers in the United Kingdom and European Union.
Accuracy of your personal information
It is your responsibility to ensure that the Personal Information you provide to us is accurate and up to date. If your information changes, you can let us know by contacting us using the methods described below.
- By law you have a right to require access to your Personal Information (commonly known as a “data subject access request”). This enables you to receive a copy of the Personal Information we hold about you;
- Request correction of the Personal Information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected;
- Request the erasure of your Personal Information. This enables you to ask us to delete or remove Personal Information where there is no good reason for us continuing to process it.
- Ask us to stop processing Personal Information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground;
- Request the restriction of processing of your Personal Information. This enables you to ask us to suspend the processing of Personal Information about you, for example if you want us to establish its accuracy or the reason for processing it;
- Request the transfer of your Personal Information to a third party. If you want to access, review, verify or request erasure of your Personal Information, object to the processing of your Personal Information or request that we transfer a copy of your Personal Information to another party, please contact email@example.com
Right to withdraw your consent
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your Personal Information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact firstname.lastname@example.org Once we have received notification that you have withdrawn your consent, we will no longer process your Personal Information for the purpose or purposes originally agreed to, unless we have another legitimate basis for doing so.
Our Data Protection Officer and your queries and right to complain
We have appointed a Data Protection Officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your Personal Information, please contact our DPO on email@example.com You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO). You can do this via the ICO website at www.ico.gov.uk