Terms & conditions

Candidate Privacy Notice – NHS Resolution

Effective 18th December 2024

As part of our recruitment process for roles candidates have applied for via: https://jobs.resolution.nhs.uk NHS Resolution collects, processes, and stores personal information about you.  This notice describes how at NHS Resolution we handle and protect the data which you provide us with access to in connection with the recruitment process.

1.  What personal information do we collect and process?

Here are some examples of the type of information that we will process. There’s a full list in the schedule at the end of this notice.

For the purpose of signing up for job alerts we will collect:

  • Your email address

For when you are applying for a role, we will collect:

  • Personal details such as forename, surname title , date of birth, nationality and gender.
  • Information to enable us to contact you such as postal address

telephone number and email address

  • Employment history, employer name and address, job title, years worked and reason for leaving
  • Education, results, educational establishment, and year
  • Professional training and awards, awarding establishments, result and year
  • Information about your skills and experience such as work history, qualifications and training.
  • Relations and/or relationships with NHS Resolution employee(s), who and type of relationship
  • Where an applicant has heard about a vacancy to enable advertising success to be identified.
  • Unspent criminal convictions and details
  • Gaps in employment, dates and a reason

If you are successful in your application, we will request the following:

  • Information about your suitability to work for us such as references, interview notes, criminal record, assessment results and occupational health screening results.
  • We will ask you if you have a disability so that we can provide you with any support that may be required
  • Information about your terms of employment such as salary, job title, location and hours.
  • Information to identify you such as your National Insurance number, passport and driving license.
  • Information about your terms of employment such as salary, job title, location and hours.
  • Feedback on your overall experience through the recruitment and selection process. This data is captured confidentially and anonymously. (This is optional)
  • National insurance number
  • Current and/or previous salary and expectations
  • Physical/mental health and condition(s) requiring adaptations to the work environment
  • Referee details, job title, employer, and relationship
  • Individual demographic information in compliance with legal requirements (such as national insurance number, passport/visa information, nationality, citizenship, work permit, disability and gender)
  • Individual demographic information for equal opportunities monitoring purposes and to enable rights and obligations to be identified (including ethnic origin, age, gender etc).
  • Employment contract related information (including job title, salary, location, hours of work, reporting relationships etc).
  • Bank account details for salary payment purposes
  • Reference details such as a disciplinary record
  • Interview and assessment results, reports, and notes

We may also retain your name and contact details if you wish to join our talent pool. In the event you are not successful with an application but we think you may be suitable for another role, we will contact you to notify you about the position. This will be an opt-in service and there is no obligation to agree.

We will use also use aggregated data collected for reporting and service improvement purposes.

2.  Why do we need to collect and process your personal data?

The purpose of the data capture and processing is to enable you to register for our job alerts We also require your information to allow you to apply for a  role at NHS Resolution and to assess your suitability for any role applied for . NHS Resolution must also  ensure that all the necessary information is obtained for an offer of employment, where applicable, and onboarding to be progressed without delay.

This includes:

  • Administering your application
  • Assessing your skills, experience, qualifications and interests against our job vacancies and where relevant to include you in a talent pool for future opportunities
  • Verifying your information and carrying out pre-employment checks including: Right to work and ID checks, reference checks, and conducting criminal (DBS) checks if you are offered a job.
  • Communications with you regarding the recruitment process and /or your application(s),
  • Informing you of other potential career opportunities at NHS Resolution. This will only be done where you have opted into receiving such communication.

Under data protection legislation, NHS Resolution must identify an applicable lawful basis for the collection and processing of your information. In this case, the relevant lawful basis is that the data provided is required to ensure that NHS Resolution complies with its legal obligations under employment law. In addition, the data provided will be necessary for your contract of employment if you are successful.

A lawful basis for processing any special categories of personal data must also be identified. Here, the most applicable lawful basis will be for the purposes of carrying out obligations under employment law.

We will only process your data for recruitment and employment purposes and for any other purpose we will always inform you and seek your consent. We use various candidate assessment methods across the organisation and at times work with external companies to provide these.  If you are offered and accept employment with NHS Resolution, some of the information collected during the application and recruitment process will become part of your employment record including individual demographic information for equal opportunities monitoring purposes and to enable rights and obligations to be identified (including ethnic origin, age, gender etc.)

3.  Screening Checks

As part of our pre-employment checking, NHS Resolution performs screening checks to check suitability for roles, where permitted by law.  These checks include basic disclosure and barring service (DBS) checks and occupational health screening and are only performed on candidates who have been selected for a role.

4.  Who has access to your data?

Your personal information may be shared internally and externally, with the parties below to enable the recruitment process to take place.  The information shared is limited to what is required by an individual to perform their role in the recruitment process.

We may need to share your information with parties internally including:

  • Employees who have responsibility for assessing suitability for the vacancy either during the application, assessment or pre-employment checking stages and for ensuring your successful onboarding.
  • Employees who have responsibility for recruitment processes (for example attraction, assessment, pre-employment screening) or for administering recruitment processes.
  • Employees with responsibility for investigating issues of non-compliance with laws and regulations, policies and contractual requirements.
  • Employees in IT and system owners who manage user access
  • Security managers for facilities/premises. We also may need to share your information confidentially with external third parties including:
    • Your previous employers and/or academic institutions in seeking references and in validating information that you have provided.
    • Companies who provide candidate assessment tools and applicant tracking services to NHS Resolution.
    • Suppliers who undertake background screening on behalf of NHS Resolution (e.g. digital ID checks, criminal record checking agencies, occupational health screening) and;
    • Other third-party suppliers (or potential suppliers) who provide services on our behalf.

 5.  How is your data protected?

We take the security of your data very seriously.  We have internal policies and controls (for example restricting electronic access rights to information systems based on an employees role) 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.

When we use third parties to process personal data on our behalf, they do so guaranteeing, as a minimum, the same level of protection as provided by NHS Resolution.  Your personal data  will be retained in accordance with our retention schedule for candidate records.   This means that we will retain some data after your application to NHS Resolution is complete.

6.  Your Rights

By law you have a number of rights when it comes to your personal data, however, not all rights are enforceable depending on the lawful basis. As has been outlined in this privacy statement, NHS Resolution will be relying on its legal obligations and for successful candidates, the performance of a contract as the lawful basis for collecting information.

The right to be informed of how your data is being used will apply irrespective of the lawful basis and you also have the right to request copies of your information held by NHS Resolution. However, the following rights will not be enforceable:

Where legal obligation has been relied upon, there is no automatic right to object to how your data is used and no right to your data being erased. This is because if those rights were to be upheld, NHS Resolution would not be able to meet its legal duties under employment law.

Where performance of a contract applies, there is no right to object to how your data is being processed. Under the a contract of employment, your personal data is required for NHS Resolution to perform its obligations as an employer, under that contract.

If you have any queries about this notice or your personal information generally, including questions about accessing your personal information generally, including exercising any the rights listed above, you should contact:  the Data Protection Officer at NHS Resolution, at  nhsr.information.governance@nhs.net

It is your responsibility to keep your personal information up to date so that accurate application records can be maintained.  You can manage all your applicant data by accessing and updating your profile in the applicant tracking system used by NHS Resolution.  If you have a complaint regarding the way in which your data has been handled, if you believe it is inaccurate, held for too long or it is not secure you can contact our Data Protection Officer using the email address above.  You also have the right to complain to the Information Commissioners Office (ICO) which is the regulator for Data Protection Legislation and upholds information rights. More information is available on the ICO website.   https://ico.org.uk/

7.  Changes to this Notice

We may make changes to this notice from time to time. We will post any changes on this page and the version of the notice is identified at the top of the page by its effective date.   Please note, we now obtain feedback on overall recruitment experience.

8.  How long will we keep your data

Interview notes will be disposed of in line with our existing retention periods.

Application forms for successful candidates will be retained for one year. After which time, your data will be securely deleted from the applicant tracking system.

Application forms for unsuccessful candidates will be retained 12 months from last activity on the account.  You will be notified after 12 months and asked if you would like to keep your account if active.  If you would like to keep your account active, your data will be retained for a further 12 months. If we do not hear from you, or if you wish for data to be disposed of, your record will be automatically archived after 30 days.