Recruitment
Portal Privacy Notice
GP Federations (“We”, “Us”) are committed to protecting and respecting
your privacy.
GP Federations include the following companies: Eastern Federation
Support Unit, Northern Federation Support Unit, Southern Federation Support
Unit and Western Federation Support Unit and the GP Federation employers they
support comprising:
· Eastern- Ards
Federation, Down Federation, East Belfast Federation, Lisburn Federation, North
Belfast Federation, North Down Federation, South Belfast Federation and West
Belfast Federation
· Northern- Antrim
Ballymena GP Federation, Causeway GP Federation, East Antrim GP Federation and Mid-Ulster
GP Federation
· Southern- Armagh
& Dungannon GP Federation, Craigavon GP Federation and Newry & District
GP Federation
· Western - Derry GP
Federation and South West GP Federation
This Privacy Notice (together with any other documents referred to
herein) sets out the basis on which the personal data collected from you, or
that you provide to Us, will be processed by Us in connection with Our
recruitment processes. Please read the following carefully to understand Our
views and practices regarding your personal data and how We will treat it.
For the purpose of the General Data Protection Regulation (“GDPR”) ”)
and the version of the GDPR retained in UK law (the “UK GDPR”).
We use Cascade Cloud online recruitment, an online application provided
by Iris Cascade Ltd, to assist with Our recruitment process. We use Cascade to
process personal information as a data processor on Our behalf. Cascade is only
entitled to process y
If you have questions about how Iris Cascade processes personal data,
you can read their privacy notice https://www.iris.co.uk/general-terms-and-conditions
Where you apply for a job opening posted by Us, these Privacy Notice
provisions will apply to Our processing of your personal information in
addition to Our other
Privacy Notice which has been provided to you separately or is available
on Our Website.
Where you apply for a job opening via the application function on a job
site or similar online service provider (“Partner”), you should note that the
relevant Partner may retain your personal data and may also collect data from
Us in respect of the progress of your application. Any use by the Partner of
your data will be in accordance with the Partner’s Privacy Notice.
Your Personal Information
Information We collect from You
We collect and process some or all of the following types of information
from you:
· Information that
you provide when you apply for a role. This includes information provided
through the recruitment portal, via email, in person at interviews and/or by
any other method.
· In particular, We
process personal details such as name, email address, address, telephone number,
date of birth, qualifications, experience, equality monitoring information,
information relating to your employment history, skills experience that you
provide to Us.
· If you contact Us,
We may keep a record of that correspondence.
· A record of your
progress through any recruitment process that we may conduct.
· Details of your
visits to the recruitment portal including, but not limited to, traffic data,
location data, weblogs and other communication data, the site that referred you
to the recruitment portal and the resources that you access.
Uses Made Of Your Information
Lawful basis for processing
We rely on legitimate interest as the lawful basis on which We collect
and use your personal data. Our legitimate interests are the recruitment of
staff for Our business.
Purposes of processing
We use information held about you in the following ways:
· To consider your
application in respect of a role for which you have applied.
· To consider your
application in respect of other roles (if a waiting list applies).
· To communicate with
you in respect of the recruitment process.
How We store your Personal Data
Security
We take appropriate measures to ensure that all personal data is kept
secure including security measures to prevent personal data from being
accidentally lost or used or accessed in an unauthorised way. We limit access
to your personal data to those who have a genuine business need to know it.
Those processing your information will do so only in an authorised manner and are
subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data
security breach. We will notify you and any applicable regulator of a suspected
data security breach where We are legally required to do so.
Unfortunately, the transmission of information via the internet is not
completely secure. Although We will do Our best to protect your personal data,
We cannot guarantee the security of your data transmitted through any online
means, therefore any transmission remains at your own risk.
Where We store your Personal Data
Where we store your personal data in our own systems, it is stored on the
Iris Cascade HR system.
By submitting your personal data, you agree to this transfer, storing or
processing.
How long we keep your Personal Data
We will hold all your data for a period of 6 months following the
application deadline for the post to which you have applied or 12 months where
you have been added to a 12-month waiting list.
We will hold the equality monitoring data you submit for 12 months to enable
us to fulfil our obligations under The Fair Employment and Treatment (NI) Order 1998 (the “1998 Order”) and
the Fair employment (Monitoring) Regulations (NI) 1999 (as amended) (the
“Monitoring Regulations”).
Your rights
Under the General Data Protection
Regulation and the UK GDPR, you have a number of important
rights free of charge. In summary, those include rights to:
· access to your
personal data and to certain other supplementary information that this Privacy
Notice is already designed to address
· require Us to
correct any mistakes in your information which We hold
· require the erasure
of personal data concerning you in certain situations
· receive the
personal data concerning you which you have provided to Us, in a structured,
commonly used and machine-readable format and have the right to transmit those
data to a third party in certain situations
· object at any time
to processing of personal data concerning you for direct marketing
· object to decisions
being taken by automated means which produce legal effects concerning you or
similarly significantly affect you
· object in certain
other situations to our continued processing of your personal data
· otherwise restrict
our processing of your personal data in certain circumstances
· claim compensation
for damages caused by our breach of any data protection laws.
For further information on each of those rights, including the
circumstances in which they apply, see the Guidance from the UK
Information Commissioner’s Office (ICO) on individuals rights under the UK GDPR.
If you would like to exercise any of those rights, please:
· contact us using
our Contact details below
· let Us have enough
information to identify you,
· let Us have proof
of your identity and address, and
· let Us know the
information to which your request relates.
How to complain
We hope that We can resolve any query or concern you raise about Our use
of your information.
The General Data Protection
Regulation and the UK GDPR also gives you right to lodge a
complaint with a supervisory authority, where any alleged infringement of data
protection laws occurred. The supervisory authority in the UK is the
Information Commissioner who may be contacted at https://ico.org.uk/make-a-complaint or telephone:
0303 123 1113.
All questions, comments and requests regarding this Privacy Notice
should be addressed to recruitment@easternfsu.co.uk.