Recruitment Data Privacy Notice

Recruitment Data Privacy Notice

Purpose of this Privacy Notice

In order to operate our recruitment system, Welldata Ltd (herein, ‘we’) will collect, process and store personal information about candidates.
The purpose of this Privacy Notice is to inform candidates (and any interested parties) how we will use and protect the personal information provided by candidates.
We keep this Privacy Notice under review and will reflect any updates or changes to practice within this Privacy Notice. This was last updated on 30th October 2019.

Data Protection Legislation

Welldata Ltd is a Data Controller for the purposes of the Data Protection Act 1998 and the General Data Protection Regulations. We have notified our activities to the Office of the Information Commissioner as required under the Act and Regulations. We are listed in the Public Register of Data Controllers.
Personal Information will only be collected and/or processed in accordance with the Act and Regulations.
Except as set out in this policy, or as required by law, your personal data will not be provided to any third party without your prior written consent.
Your data will be retained only for as long as is permitted by UK legislation, after which time it will be securely destroyed.
All countries in the European Economic Area have a similar standard of legal protection for your personal information. We may manage your personal information from centres outside the EEA which do not have a similar standard of data protection legislation. If so, we will require any organisations to protect your personal information to at least UK standards.

Personal Data

Your personal data will be held by Welldata Ltd. This will include information you provide within your application and any additional information provided by you, or others in respect of you, as part of the recruitment process. It may include the following:
a. Application form and any covering letter or attached correspondence;
b. The content of any emails, letters and telephone calls (which may be recorded) and conversations;
c. A full 6 year employment/education history, including absence information. This provides an explanation of a candidate’s past work experience, including gaps or period of unemployment, and academic background;
d. Any information that we receive from other organisations such as credit reference agencies;
e. Any information that we receive from other organisations such as fraud prevention agencies; and
f. Any information that we receive from referees.
The governing legislation defines some personal information as ‘sensitive’ (for example, information relating to your racial/ethnic origin, political opinions, religious beliefs, trade union membership, physical/mental health, sexual life, criminal proceedings and offences. We may ask for some ‘sensitive’ information as part of the recruitment process but we will:
a. Ask for your explicit consent;
b. Ensure that any such information will be treated as confidential and stored separately;
c. Ensure that the majority of this information will pay no part in the selection process and only use it to assist with Equal Opportunities Monitoring. The exception to this is that information relating to financial history and/or criminal convictions/prosecutions may be relevant in deciding whether to proceed with an application or make/continue with any offer of employment, dependent on the role and circumstances. We have a written policy on the recruitment of ex-offenders and a copy can be provided upon request at the outset of or during the recruitment process.

Submitting your personal data

By submitting your personal data and application for employment, you:
a. declare and confirm that you have read, understood and freely accept the statements set out in this Privacy Notice;
b. declare and confirm that the information given in the application is complete and accurate to the best of your knowledge and belief;
c. understand that deliberate omissions and/or incorrect statements could lead to your application being rejected, any offer of employment being withdrawn or any employment being terminated;
d. give consent to Welldata Ltd to process the information contained in your application and any other personal data you may provide separately in support of your application as part of the recruitment process, in the manner and to the extent described;
e. authorise Welldata Ltd to verify the statements/information contained in the application or any other personal data you might provide separately in support of your application as part of the recruitment process; and
f. authorise Welldata Ltd to make any reference checks, credit checks, fraud checks and/or identity checks that are considered necessary/appropriate to further your application.

How we handle your personal data

While processing your application we may contact you by post, email, telephone or text message using the contact details you provide.
During the recruitment process, we reserve the right to research comments and opinions made public via social media platforms such as LinkedIn, Twitter and Facebook.
The personal data you provide in your application and as part of the recruitment process will only be held and processed for the purposes of the recruitment/selection process and in connection with any subsequent employment/placement (unless otherwise indicated).
In the event of your application being successful (resulting in an offer of employment and your acceptance of that offer) your personal information will be sent to and held in our database for the duration of your employment, and for a reasonable/required period after the termination of your employment. When you leave our employment, your personal data will be held for no longer than 7 years (unless required for legal or regulatory requirements).
In the event of your application being unsuccessful, your personal information will be held within the recruitment system for a period of 1 year. The purpose of the retention of your personal data is that: it might be accessed and re-used in future recruitment processes; it might be used in relation to subsequent applications for employment made by you; and it might be used to respond to statutory reporting requests.

Sharing your personal data

We may share the personal information we hold with any group companies, and our suppliers/subcontractors for the following administrative activities:
a. processing your employment records, for example through the use of HR online systems, learning platforms, performance management systems and payroll/pensions systems;
b. employee administration and managing your employment relationship;
c. business planning, for example reporting and forecasting;
d. safety and security issues, for example managing access to premises/buildings;
e. responding to your enquiries/complaints;
f. updating, improving and consolidating the accuracy of our records;
g. managing your access and use of systems, testing new systems and checking upgrades to existing systems;
h. crime detection, prevention or prosecution;
i. to fulfil regulatory obligations;
j. market research and quality surveys, for example to evaluate the effectiveness of our recruitment process and/or the performance of our suppliers/subcontractors; and
k. applying a colleague indicator to accounts/products/offers so as to allow any colleague discounts/offers (which may exist from time to time) to be applied/communicated to you, and to assist us in the better provision of colleague offerings through the analysis of (anonymised) data in relation to the take up of such offers/products/services.
We may need to disclose your information to the following bodies for the following reasons:
a. Government bodies to ensure that we comply with the international fight against terrorism or other criminal activities;
b. Government bodies to comply with money laundering obligations, we may need to confirm/reconfirm your name/address and this information may be shared with the Electoral Register;
c. Fraud prevention databases have been established for the purposes of allowing employers to share data on their employment fraud cases. Should any investigation identify fraud or the commission of any other offence by you when applying for/during your employment with us, we will record the details of this on the relevant database. This information may be accessed from the UL and other countries and may be used by law enforcement agencies and by us/other employers/potential employers to prevent or detect fraud; and
d. The Disclosure and Barring Service or Disclosure Scotland in order to confirm your suitability for any role. These organisations will refer the details provided on your application form to government and law enforcement bodies for the purposes of identifying any possible matches to records held by them. Where any match is established, data may be released to the Disclosure barring Service/Disclosure Scotland for inclusion on any certificate issued.
It is your responsibility to ensure that the referee is aware that you have forwarded their details and is happy for you to do so, and that they are happy to be contacted by us. Since individuals have a right under the DPA and GDPR to see their personal data, and references provided to us form part of that personal data, we cannot guarantee the complete confidentiality of any reference, should the referee make a subject access request under the DPA/GDPR.
In the event that we make a search via a credit reference agency in assessing your application, the agency will keep a record of our search, regardless of whether your application proceeds/is successful. Our search is not seen by lenders for the purpose of assessing your ability to obtain credit, but it may be used for the purposes of tracing debt and to prevent money laundering. You have a right to apply to the credit reference agency for a copy of your file.
Your data may also be used for other purposes for which you give your specific permission, or in circumstances when required by law.

Online Information

You can visit our website without identifying who you are or revealing any personal information about yourself. However, cookies are used to store small amounts of information on your computer, which allows certain information from your web browser to be collected. Cookies are widely used on the internet. They do not identify the individual using the computer or visiting the website. They only identify the computer/tablet/machine that is being used to access the website. Cookies and other similar technology make it easier for you to use our website during future visits.
To access our cookie notice, please visit:

Your access to your personal data

You have the right of access to your personal data. If anything is inaccurate or incorrect, please inform us as we are obliged to correct it if the inaccuracy is made known to us. For further details on how to request a copy of your information, please contact:

Data Protection Officer
18 Kingsmill Business Park
Chapel Mill Road
Kingston upon Thames


If you have any queries or questions in relation to how your personal information is/will be stored, processed or retained, please contact:

Data Protection Officer
18 Kingsmill Business Park
Chapel Mill Road
Kingston upon Thames

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