Facilities Assistant

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Introduction

We are the Clinimed and Welland group of companies.

The companies in our group are CliniMed Limited; Securicare (Medical) Limited; Flexible Medical Packaging Limited; Helapet Limited; Hydrokem Aerosols Limited; Welland Medical Limited and CareFlex Limited.

This Vacancy Privacy Notice applies to all the companies in our group.

The company advertising the vacancy is the controller of your personal data for the purposes of the recruitment process. Where recruitment activities are conducted centrally within the group, group companies may act as joint controllers.

This Vacancy Privacy Notice explains how we will collect and use your personal data when you apply for a role with us (whether as an employee, worker or contractor).  It explains:

• what information we collect;

• how we use it;

• why we use it;

• who we share it with;

• how long we keep it; and

• your rights.
   

This Vacancy Privacy Notice does not form part of any contract and we may amend or update it from time to time.

Our recruitment software

The information we collect will be processed by our recruitment software.

We use recruitment software provided by IRIS Software Group Limited.  You can contact IRIS at 4th Floor Heathrow Approach, 470 London Road, Slough, SL3 8QY, United Kingdom.  You can also contact the Help Desk at support@networxrecruitment.com.

IRIS acts as a data processor and processes your data only on our instructions.

The information we collect from you

We collect information that is specifically provided by you as part of the application process. We will usually collect:

• your name, address, email and telephone number;
• information about your qualifications and employment history;
• information about your membership of any relevant professional organisation;
• information about your right to live and work in the UK;
• any other information you provide to us in your application form, CV or covering letter;
• the information you provide to us during interview;
• information in references we receive about you; and
• any other information you provide in support of your application.

We may also collect the following types of “special category” data:

• information about your health;
• information about your criminal convictions; and
• equal opportunities monitoring information (which may include information about your race, ethnicity, religious beliefs or sexual orientation).

We use some automated screening tools as part of this application process. 

The answers you provide to one or more of the questions (excluding any equal opportunity questions) may result in your application being automatically declined if you do not satisfy objective eligibility requirements.

This technology is used to help us manage the high volume of applications we receive.  If your application is declined as a result of this process, we will tell you why.  You may request that your application is reconsidered by a member of our recruitment team.
 

The other people we collect information from

Most of the information we collect will come from you directly, but we may also  collect information from:

• any recruitment agency through which you submitted your application;
• your referees; and 
• public sources such as LinkedIn.
 

Our legal bases for using  your information

We rely on the following lawful bases:

• Contract: to take steps at your request before entering into a contract of employment with you;
• Legitimate interests:  to assess applications and to make decisions which result in the recruitment of suitable candidates, to protect our business and ensure that our recruitment processes are fair; and
• Legal obligation: to comply with our employment law and regulatory requirements.

When we process special category data, we say that:

• the processing necessary for carrying out obligations and exercising rights in employment, social security and social protection law; and
• the processing is necessary for reasons of substantial public interest.

These conditions are supported by the Data Protection Act 2018, Schedule 1, including Part 1, paragraph 1 (employment, social security and social protection) and Part 2, paragraph 8 (equality of opportunity or treatment).
 

How we use your information

We will use your personal data to manage the recruitment process, assess your suitability for the role, communicate with you, carry out background and reference checks, maintain recruitment records and comply with legal and regulatory requirements.

We will request equal opportunities data solely for monitoring and statistical purposes.  Provision of this information is voluntary, but if it is provided it will not form part of the recruitment decision-making process.  Where possible it will be anonymised or separated from selection data.

We process information relating to criminal convictions only where we are legally required to do so or where we reasonably consider it necessary to do so to assess your suitability for the role.
 

Data sharing 

We may share your data with:

• your recruitment agency;
• the other companies in the Clinimed and Welland group;
• our third-party service providers (such as assessment providers or legal advisers); and
• where necessary, with government authorities (such as HMRC).

All our third-party service providers and group companies are required to keep your data secure. We do not allow our third-party service providers to use your personal data for their own purposes. We permit them to process your personal data only for specified purposes and in accordance with our instructions.

International transfers

We do not transfer your personal data outside the United Kingdom. All processing (including by IRIS) takes place within the UK.

Data security 

We have put in place appropriate technical and other security measures designed to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We review and update these measures regularly.  In addition, we limit access to your personal information to those who have a business need to  know. They will process your personal information only on our instructions and they are subject to a duty of confidentiality.

Retention

If you are successful in your application and become our employee, worker or contractor, the information we obtain during the application process will be placed on your personnel file and retained for the periods stated in our Employee Privacy Notice.   This will be made available to you.

If your application is unsuccessful, we will retain your personal information for a period of 13 months from the date on which we communicate to you our decision not to engage you.  We will do so in order to provide feedback to you and to show, in the event of a complaint or legal claim, that we conducted the recruitment process properly and fairly and that we did not unlawfully discriminate against you. 

If we wish to retain your personal information with a view to consider you for future vacancies, we will obtain your explicit consent to do so.
 

Your rights

You can manage and download your data via your networx candidate account.

You have the following rights in relation to the way in which we deal with your personal data:

• the right of erasure (also known as the right to be forgotten);
• the right to rectification (if data is inaccurate or out of date);
• the right of data portability (to obtain and reuse your personal data);
• the right to object to the way in which your data is handled;
• the right to withdraw any consent you have given to the handling of your personal data; and
• the right to ask for a copy of the information we hold about you.

If you wish to exercise any of your rights, or if you wish to raise any queries or concerns about this Vacancy Privacy Notice or any aspect of our handling of your personal data, you should contact our Group Director of Legal Services who is the person with overall responsibility for data protection matters.  Their contact details are:

Telephone:01628 402380

Email: jo.ede@clinimedholdings.co.uk

Post: Group Director of Legal Services
Clinimed (Holdings) Limited 
Cavell House 
Knaves Beech Way 
Loudwater 
High Wycombe 
HP10 9QY 

You also have the right to complain to the Information Commissioner’s Office about the handling of your personal data. Contact details are available at www.ico.org.uk.