Twyford Surgery collects and processes personal information relating to job applicants as part of our recruitment process. We are committed to handling your information in a safe, fair and lawful way, in line with UK data protection law, NHS Jobs requirements, and NHS Employers guidance.
What information we collect
When you apply for a role with us, we may collect:
- Your name, address, email address and contact details
- Information included in your application, CV and covering letter
- Details of your qualifications, skills, employment history and experience
- Interview notes and recruitment assessment outcomes
- References from previous employers
- Information to confirm your right to work in the UK
- Disclosure and Barring Service (DBS) information where required
- Health information where needed to support reasonable adjustments or occupational health checks
- Equality and diversity information, where you choose to provide this
How we collect your information
Most of the information we collect is provided directly by you through:
- NHS Jobs and other online application systems
- Application forms, CVs and correspondence
- Interviews and recruitment assessments
We may also receive information from third parties, such as referees or relevant professional bodies, where appropriate.
Why we use your information
We use your information to:
- Assess your suitability for the role
- Manage the recruitment process and communicate with you
- Carry out pre-employment checks, including identity and right to work
- Meet our legal and regulatory responsibilities, including safeguarding
- Monitor equality and diversity in our recruitment processes
Legal basis for processing
We process your information because it is necessary to take steps before entering into an employment contract, to comply with legal obligations, and for legitimate interests in managing recruitment.
Where we process sensitive information, such as health data, this is done in line with legal requirements and, where appropriate, with your consent.
Sharing your information
We may share your information with relevant organisations where necessary, including:
- NHS Business Services Authority
- Referees and previous employers
- Occupational health providers
- Disclosure and Barring Service
- Other NHS systems if your application is successful
Your information will only be shared where it is necessary and appropriate safeguards are in place.
How long we keep your information
We only keep your information for as long as necessary:
- If your application is unsuccessful, your data will usually be kept for up to 6 to 12 months
- If you are successful, your information will become part of your staff record and retained in line with NHS records management guidance
Keeping your information safe
We have appropriate security measures in place to protect your personal information. Access is limited to those involved in the recruitment process, and staff are trained in confidentiality and data protection.
Your rights
You have the right to:
- Request access to the information we hold about you
- Ask for incorrect or incomplete information to be corrected
- Request that your information is deleted where appropriate
- Object to or restrict how your information is used in certain circumstances
Who is the Data Controller?
The Data Controller, responsible for keeping your information secure and confidential, is Twyford Surgery.
If you are still unhappy following a review by the practice, you can then complain to the Information Commissioner’s Office (ICO): [email protected] / 0303 123 1113.
Who is the Data Protection Officer?
As a public authority, we have to appoint a Data Protection Officer (DPO). The DPO details for Twyford Surgery are detailed below. They assist us in monitoring internal compliance, provide advice regarding Data Protection Impact Assessments (DPIAs), and help us demonstrate compliance with an enhanced focus on accountability.
E-Mail Address: [email protected].