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Candidate Privacy Notice

This Candidate Privacy Notice has been updated on 17th September 2019.

Essex Primary Care Careers, hosted by North East Essex CCG on behalf of the 7 Essex CCGs, supplies a recruitment platform for Essex GP Practices to advertise their vacancies and to recruit candidates to their roles.

Essex Primary Care Careers advertises on behalf of the practices either on national job boards such as NHS Jobs or Indeed as well as on the Essex Primary Care Careers site. Practices advertising on the Essex Primary Care Careers site carry out their entire recruitment process via the careers portal from vacancy advertising to contract signature.

Essex Primary Care Careers is responsible for the administration of its portal and the talent pool within it, and is facilitating the recruitment process between the practice and the candidate.

In this Candidate Privacy Notice, we explain how Essex Primary Care Careers collects and uses data within the recruitment portal and via any external job advertising sites. This Candidate Privacy Notice contains the following information:

  • What data is collected
  • How we use your personal data
  • How we store your personal data and for how long
  • How we share your personal data

For further information about Essex Primary Care Careers personal data processing and your rights related to it, please see Essex Primary Care Careers full Privacy Notice.

You will normally submit your candidate information to us when you register on our website to:

  • Receive job alerts
  • Submit your CV to our talent pool
  • Apply for jobs with our practices;

or when you apply for one of the jobs we are advertising on an external job board such as NHS Jobs.

What data is collected?

In order for you to register with us within our careers site, we will ask you to provide your basic details such as your full name, location and travel preferences, your job preferences and contact details such as email and telephone number. You will also be able to submit your CV to our talent pool and / or set up job alerts.

In order for you to apply for jobs whether via our careers site or an external job board for example NHS Jobs, you will need to tell us your address, education and employment history, any employment gaps, professional registrations, your immigration status and information in relation to the Rehabilitation of Offenders Act 1974 or the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 if applicable to the role you are applying for. If you have already submitted a CV to our system, some of this information will be automatically downloaded from your CV and pre-populated for you on your application form.

If you are successful at the interview stage, we will ask you to share details of your referees who we will contact to obtain confirmation of your employment history and references. It will be your responsibility to ensure you have consent to share your referees’ details.

At least two references will be requested as part of the pre-employment checks process but as these must cover the last three years of employment/training we may be required to request further references to cover the required period. To avoid any delays, we require full reference details (including e-mail addresses) covering the last three years of employment/training, including your current/most recent employer. Your referees should be a line manager, HR Department, someone in a position of responsibility, personal tutor or teacher. They should not be a work colleague, relative or friend.

In order to verify self-employment, we ask you to supply details of your accountant or a former client.

Gaps in employment such as periods of unemployment, travelling or retirement are verified via a personal statement, a professional personal reference or any related paperwork that confirms your activities during the period in question – we will ask you to provide a personal statement explaining your activities during the period of unemployment and details of a relevant referee to verify such gaps.

Reference requests are sent and received via the recruitment portal and retained within it as part of your on-boarding record.

As part of pre-employment checks, we will also ask you to upload copies of your educational certificates, right to work and ID documents that you have presented the originals of when you came for your interview. These documents will be reviewed again by the hiring manager together with any references received to make the final employment decision.

If following pre-employment checks, you are offered contract of employment, we will ask you to complete an on-line Joiners Form including your bank details so that your employing practice is able to enrol you onto their payroll system. You will also need to provide some details for HMRC purposes to ensure your tax is applied correctly as well as details of next of keen.

Individual practices may request additional information or checks for example you may need to complete a DBS form and submit it to the practice or a health questionnaire that will be forwarded to the Occupational Health Department. Whilst the platform may provide instructions in relation to those checks (i.e. please download and complete the healthcare questionnaire), the check will and your personal information in relation to that check will be managed outside of the recruitment platform. Therefore these elements are not covered by this Privacy Statement, you will need to refer to your practice privacy notice for details in relation to any additional pre-employment information / checks.

How we use your personal data

In a nutshell we use your data to help you find a role within one of our practices and to enable smooth recruitment and on-boarding into your new employment.

We use your registration details and vacancy preferences to send you job alerts by email of any roles that may meet your criteria.

You can also choose how you would like us to contact you in relation to your registration or applications i.e. by email, SMS or phone.

When you apply for one of our advertised roles via an external job board you will be entered onto our candidate portal and become part of our candidate database. We will retain your application and contact details on our recruitment portal in line with this privacy notice.

We use your CV within our talent pool to match you against any potential opportunities that are arising within our practices and can put you forward for those with your prior consent. We will always contact you before we share your CV from the talent pool with any practice, unless you are applying for a specific vacancy with a specified practice – in which case your application will go directly to that Practice Manager for review.

We may also use your details to contact you regarding courses or events that we are running that may be relevant to you, your career or job search.

If at any point you change your mind regarding your registration with us you can email us at essex.primarycarecareers@nhs.net and we will remove your record from our database.

Our legal basis for processing your information is mainly article 6(1)(a), which means we need your consent. However, we the basis may change depending on which stage of recruitment you are at.

In addition, anonymised data may be drawn from the system for reporting purposes i.e. the number of candidates applying for posts, time to recruit or the demographics of the candidates. This data will be in the form of charts and numbers and no identifiable information will be included in any of the reports. This reports will be used by Essex Primary Care Careers, hosted by North East Essex CCG, to help us identify any trends in recruitment and to improve recruitment practices, it may also be shared externally with practices themselves and other NHS management organisations to report on recruitment progress and statistics.

Essex Primary Care careers works closely with other workforce departments across the NHS in Essex, for example Training Hubs who provide training and development strategy and support to primary and community care. Sometime those partners may offer training courses that can help candidates transition in to general practice from other sectors, we may contact you regarding any relevant opportunities that arise from our partners.

How we store your personal data and for how long

All of the data you submit to us for recruitment purposes will be stored electronically within the recruitment portal integrated within our Essex Primary Care Careers Website.  The portal provider is Eploy Ltd and their hosting partner is Rackspace UK.

In addition, if you have applied via an external job board such as Indeed or NHS Jobs or others, you will need to refer to their privacy notices to understand how they process your data submitted via their websites.

Pre-application stage – we will keep your personal data for job notification purposes and within the candidate talent pool for 12 months from your first registration. 30 days prior to the 12 months we will send you an email to remind you to update your contact preferences if you wish to remain registered. We will email you every 7 days thereafter with additional reminders. If you haven’t updated your details within those 30 days, your account will expire and your information will be anonymised. This does not change your right to log in at any time and update your contact preference or to email us if you wish to close your account.

Application stage – if you have applied for jobs with us (via our portal or an external website) again we will hold your application data for 12 months as above.

On-boarding stage – If you are successful following your interview and happy to accept your employment offer, the data you provide us with and/or documents you uploaded for on-boarding and payroll purposes will be retained within the system for 3 months from your employment start date with your employing practice. Within this time, your on-boarding file will be downloaded by the employing practice and your recruitment record will form part of your personal file with the practice.

How we share your personal data

Your data is held on third party platforms – Eploy Ltd and their hosting partner Rackspace UK, and we advise you to refer to their privacy statements for more details (links above).

When you register with us, your details are held within the system and are only accessible to the Essex Primary Care Careers Team.

Only when you apply for a specific post, your application is shared with the relevant practice who you are applying to.

When you apply for jobs, you need to provide your consent for Essex Primary Care Careers to process your data and to share your data with the GP Practice you are applying for employment with.

Once you have applied for a vacancy, your data will be visible to the practice as if you made a direct application to them. They may download and use your information and you will need to consult their privacy statement for details on how it is stored during or after the recruitment and onboarding process.

Practices can access your application data upon logging onto the system, they can then see your application and take you through their recruitment workflow from shortlisting through to interview and contract signature.

If you submit your CV to our talent pool, you may be contacted by the Essex Primary Care Careers team to be offered vacancies that you are considered to be a suitable applicant for. Only with your consent, would your application be put forward to the practice – please see more detail regarding this above in How we use your personal data.

 

Make an enquiry

Please confirm you are happy for Essex Primary Care to use the information you provide in this form to contact you in regard to your enquiry and opportunities to join us



You can change your mind at any time by clicking the unsubscribe link in the footer of any email you receive from us, or by contacting us directly. For more information about our privacy practices please see our Privacy Policy. By submitting this form you agree that we may process your information in accordance with these terms. We use Campaign Monitor as our marking automation platform. By submitting this form you also acknowledge that the information you provide will be transferred to Campaign Monitor for processing in accordance with their Privacy Policy and Terms.

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