Privacy Notice

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Recruitment Privacy Policy

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Applying to join Gray Healthcare should be simple and worry free, especially when it comes to your personal data. We follow UK and EU law to ensure your data is kept safe regardless if you’ve applied to join us or you currently work at Gray. This policy is aimed at highlighting how we will protect your data when you use our Careers website as a potential or existing member of staff, an agency or a third party contractor.

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We recognise our obligations under data protection legislation and we are committed to keeping your personal data safe and secure. Our aim is simple, we will only use and hold your personal data with your permission and for the reason you have allowed.

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To join Gray Healthcare, we may collect your data from several sources, including:

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  • Via our website, with a paper application or in person;
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  • Information provided to us by third parties, e.g. your former employer, your service company or a recruiter/employment agency or a employee recommendation.
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We will process (e.g. record and use) your personal and sensitive personal data for Gray Healthcare’s internal records, in the context of equal opportunity monitoring and to assist in the selection for employment process.

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Our recruitment process is managed and tracked via our applicant tracking system, where you will have access to request your information, manage subscriptions, confirm your information is accurate and request a hard delete of your details at any time. Your information will be held for a 12 month period without requesting further authorisation from you. If you do not make contact, we will delete your data unless you express further permission for Gray Healthcare to hold your personal data.

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Our Website:

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Here at Gray Healthcare we use cookies as part of our www.grayhealthcare.com and https://isw.changeworknow.co.uk/gray_healthcare/vms/e/careers/ careers sites to distinguish you from other users and to provide the best possible experience. Cookies are small files which are stored on a user's computer. They are designed to hold a modest amount of data specific to a particular client and website and can be accessed either by the web server or the client computer. You have the right to opt out, and can manage this via your tablet, mobile or computer device.

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Your Personal Data:

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Under the General Data Protection Regulation, the general information that you supply about yourself is known as your personal data and information about any criminal convictions, ethnic origin and health, amongst other things, is called 'sensitive personal data'. The GDPR definition of personal data is any information about an individual from which that individual can be identified. The GDPR does not include data from which has been anonymised unless a person can be identified from it.

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The types of personal data we may collect, use, store and transfer in relation to you may consist of the following:

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Data Subject

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Types of Personal Data

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Prospective Employee

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Name, address, telephone number, CV, request for disclosure information, diversity and inclusion information, health records

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Prospective Bank Worker

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Name, address, telephone number, CV, request for disclosure information, diversity and inclusion information, health records

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Prospective Contractor

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Name, address, telephone number, CV, request for disclosure information, diversity and inclusion information, health records

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Employee

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Name, address, telephone number, CV, request for disclosure information, diversity and inclusion information, health records, date of birth, next of kin, bank/payroll details, CCTV images, verified photo ID, immigration documents, training records, registered body details (e.g. NMC pin)

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Bank Worker

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Name, address, telephone number, CV, request for disclosure information, diversity and inclusion information, health records, date of birth, next of kin, bank/payroll details, CCTV images, verified photo ID, immigration documents, training records, registered body details (e.g. NMC pin)

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Contractor (terms of engagements)

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Name, address, telephone number, CV, request for disclosure information, diversity and inclusion information, health records, date of birth, next of kin, bank/payroll details, CCTV images, verified photo ID, immigration documents, training records, registered body details (e.g. NMC pin)

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Agency Worker

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Name, address, telephone number, date of birth, next of kin, CCTV images, verified photo ID, immigration documents, training records, registered body details (e.g. NMC pin), Training records

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Third Parties:

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Generally, we will only use your information within Gray Healthcare. However, sometimes we use third parties to process your information on our behalf. Gray Healthcare requires these third parties to comply strictly with our instructions and they do not use your personal information for their own business purposes unless you have explicitly consented to the use of your personal information in this way.

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We have policies, procedures and technology in place to ensure we can protect your data, without risk of breaches, in a way that is only accessible by those in specific roles who need it as part of their role. We have agreements in place with all third party providers to ensure your information is protected when engaging via them such as job boards and agencies – they are defined as data controllers so are responsible for your information directly and should request consent directly from you.

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Getting in touch:

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Legislation often changes, as do our processes and systems as we aim for continuous improvement. We reserve the right to amend our policy at any time, and endeavour to update you if we do.

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If you wish to contact our data controller or would like further information on how we hold your data, please email your written request to recruitment@grayhealthcare.com.

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Gray Healthcare will not sell your information to any third party provider so please contact our recruitment data controller in writing to confirm if you believe there has been a breach in data protection or your information has been passed on without your permission. You can either:

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  • Email recruitment@grayhealthcare.com
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  • Or write to our registered address Gray Healthcare, Building 2000, Vortex Court, Wavertree Technology Park, Liverpool, L13 1FB, making correspondence for the attention of our recruitment manager or data controller.
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