As part of any recruitment process, Aspen Healthcare collects and processes personal data relating to job applicants. Aspen Healthcare is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations. Any queries relating to this privacy notice should be addressed to the Group Data Protection Officer Emma Bennett at DPO@aspen-healthcare.co.uk
The organisation collects a range of information about you. This includes:
Aspen Healthcare 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.
Aspen Healthcare 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. Aspen Healthcare 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.
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). Hard copies of CVs that are received are securely stored and locked in the Human Resources Office.
Aspen Healthcare needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.
In some cases, the organisation needs 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.
Aspen Healthcare has 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 organisation to manage the recruitment process, assess and confirm a candidate’s eligibility and suitability for employment and decide to whom to offer a job. The organisation may also need to process data from job applicants to respond to and defend against legal claims.
Aspen Healthcare 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.
Where Aspen Healthcare processes other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is done for the purposes of equal opportunities monitoring. You can chose to opt out by responding with ‘Prefer not to answer’.
For some roles, the organisation is obliged to seek information about criminal convictions and offences. 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.
If your application is unsuccessful, the organisation will keep your personal data on file in case there are future employment opportunities for which you may be suited. The organisation will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.
Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business with a vacancy and IT staff if access to the data is necessary for the performance of their roles.
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 you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.
Your data may be transferred outside the European Economic Area (EEA) when it provides data to Tenet Healthcare, Aspen’s parent company based in the USA for the purpose of reporting as part of normal business activity.
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 performance of their duties.
If your application for employment is unsuccessful, the organisation will hold your data on file for 6 months after the end of the relevant recruitment process. At the end of that period 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 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:
If you would like to exercise any of these rights, please contact Emma Bennett, Data Protection Officer at DPO@aspen-healthcare.co.uk.
If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.
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.
Currently employment decisions are not based on automated decision-making.