Recruitment Privacy Policy

1. Introduction and Data Controller

The privacy of job applicants is of great importance to us. This Recruitment Privacy Policy outlines how Salts Healthcare Limited collects, uses, stores, and protects your personal data when you apply for a position with us.

For all recruitment processes, the data controller is:

Company Name: Salts Healthcare Ltd (Registered in England and Wales under company number 00074096).
Registered Address: Richard Street, Aston, Birmingham, B7 4AA.
Phone Number: 0121 333 2000
E-mail: dataprotection@salts.co.uk

2. The Personal Information We Collect

We collect and process various types of information during our recruitment procedures:

Contact & Identity Information: Name, title, addresses, telephone numbers, and personal email addresses.
Verification Documents: Copies of your driving licence, passport, birth certificates, and proof of address (such as bank statements or council tax bills).
Employment Qualifications: Your CV, cover letter, career history, and professional references.
Right to Work Status: Statutory evidence of your eligibility to work in the UK and your immigration status.
Correspondence: A record of any communications or emails if you contact us regarding your application.
Continuity Data: Information regarding previous Parental Leave taken (if applicable).

Special Category & Sensitive Data

Where legally necessary for specific recruitment streams, we also process:

Diversity Information: Optional race and ethnic origin monitoring metrics to ensure equal opportunities.
Criminal Record Checks: Information required to allow the Disclosure and Barring Service (DBS) to perform a background check (where required for the role).
Clinical Health & Immunisation Records: If you are applying for a Stoma Care Nurse position, we require verified information regarding your immunisation status to ensure medical and workplace safety compliance.

3. How We Collect Your Personal Information

We gather candidate profiles through direct and indirect pathways:

Directly From You: Most information is supplied directly by you when you fill out forms, upload your CV, or communicate with our HR team.

From Third Parties: We may receive data indirectly via recruitment agencies, your named professional referees, or directly from the Disclosure and Barring Service (DBS).

4. Why We Collect Your Data and Our Lawful Bases

Under the UK General Data Protection Regulation (UK GDPR), we rely on specific legal grounds to process your recruitment data:

A. Contractual Obligations

Processing your data is necessary to evaluate your application and complete essential pre-employment milestones before issuing and signing a formal employment contract.

B. Legal Obligations

We process data to comply with strict UK statutory obligations, specifically checking that candidates possess a valid right to work in the UK.

C. Legitimate Interests

We use candidate details to review skills, assess qualification alignment against active vacancies, track recruitment metrics, and ensure we hire the most suitable individuals to run our organisation effectively.

D. Processing Special Category Data (Health & Clinical Roles)

To process clinical health data (such as Stoma Care Nurse immunisation statuses), we rely on the UK GDPR condition of Preventative or Occupational Medicine. This assessment determines whether you require further immunisations before we can safely make a formal job offer.

5. Who We Share Your Data With

Your data is strictly restricted internally and only shared externally with chosen partners to facilitate the hiring loop:

Third-party Recruitment Agencies if you originally applied for a vacancy through them.
The Disclosure and Barring Service (DBS) to securely handle your background verification check.
Internal HR Systems: If successfully hired, your recruitment details are transferred to our secure HR platforms. You will then sign a contract of employment and agree to our internal Staff Privacy Policy.

6. How We Store and Protect Your Personal Information

We have put in place robust security frameworks to prevent your information from being accidentally lost, modified, disclosed, used, or accessed without authorised credentials.

Internal access to candidate profiles is heavily restricted to HR, hiring managers, and system administrators involved in that specific vacancy.
Third-party data processors handle your information solely based on our direct instructions and are bound by strict clauses of confidentiality.
We maintain comprehensive data breach protocols to manage, investigate, and notify you alongside the relevant data protection regulator whenever we are legally required to do so.

7. Data Retention (How Long We Keep Your Data)

Successful Applications: Your data transitions into your permanent employee personnel record.
Unsuccessful Applications: We securely delete, shred, and purge all your personal records 12 months after the recruitment cycle for that vacancy finishes, unless you explicitly request or consent to us retaining your CV on file for future opportunities.

8. Your Data Protection Rights

Under data protection law, you hold clear statutory rights regarding your application details:

Right of Access: You can request copies of all personal information we hold about you.
Right to Rectification: You can ask us to correct information you believe is inaccurate or incomplete.
Right to Erasure: You can request that we wipe your personal details from our systems under certain conditions.
Right to Restriction or Objection: You can ask us to pause or object to the processing of your data in specific contexts.
Right to Data Portability: You can request that we transfer your files to another organisation or directly to you.

There is no charge for exercising your statutory rights, and we must respond to your query within one calendar month. To submit a request, contact us at dataprotection@salts.co.uk.

If you have concerns regarding our compliance, please contact us at dataprotection@salts.co.uk or write to our Data Protection Officers, Salts Healthcare Limited, Richard Street, Aston, Birmingham, B7 4AA.

You also maintain a right to lodge an official complaint with the UK regulator, the Information Commissioner’s Office (ICO):

Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline Number: 0303 123 1113
Website: https://www.ico.org.uk

Recruitment Privacy Policy