Job application privacy notice

Job applicants

The NHS Alliance is the data controller for the personal information you submit to us as part of an application for employment. If you have any queries about the process or how we will manage your information, you can email us.

What do we do with the information you provide to us?

All the information you provide during the application process will be used only for the purpose of progressing your application, or to fulfil legal or regulatory requirements as necessary.

We will not share the information you provide during the recruitment process with any third parties or store your information outside the European Economic Area. Your information will be held securely by us whether it is in an electronic or physical format. 

The contact details you provide to us will not be used for any purpose other than to progress your application. All other information provided will be used to assess your suitability for the role for which you have applied. 

What information do we ask you to provide?

We do not ask for more information than we need to process your application and will not retain it for longer than is necessary for that purpose. You do not have to provide the information we request but it might affect your application if you do not give it. 

Application stage 

Applications for employment at The NHS Alliance are made directly to this organisation and are not collected by any third parties. Where we use recruitment agencies your data will be retained processed in accordance to this notice.  

We ask you for your personal details including name and contact details (specifically your email address and a contact telephone number). We also ask for your previous experience, education and for other information which demonstrates your suitability for the role in question. Only our HR team has access to all of this information. 

We may also ask for some data in relation to protected characteristics for diversity and equally monitoring; this data is provided optionally and will be anonymised for shortlisting purposes. 

Shortlisting 

The hiring manager/s shortlist applications for interview but they are not provided with the name or contact details of applicants or any sensitive information.

Details of applicants who are not shortlisted for interview will be deleted six months after the end of the recruitment process. 

Interviews

Applicants invited for interview may be asked to perform a written test. Notes may also be taken during the interview. This information is held only by The NHS Alliance. 

Conditional offer

If we make an offer of employment, we will ask you for additional information information to carry out pre-employment checks. Specifically, you'll be required to provide: 

• proof of your right to work in the UK (by sending a scanned copy your passport or other suitable document and presenting the original document on the first day of employment) 
• contact details of referees whom we will contact to provide confirmation of employment and, if appropriate, of qualifications, trustworthiness, reliability and performance 
• a placement assessment questionnaire to establish your fitness for work – this information will be sent by you directly to Medigold Health. Notification of whether you are fit for work or if any adjustments are needed to the work environment or systems to allow you to work effectively will be communicated to The NHS Alliance from Medigold Health via Kingston Smith HR Consultancy Ltd. Should an occupational health assessment be required (at this stage or at any time during your employment) this is likely to be carried out by BHSF Occupational Health Ltd via Kingston Smith HR Consultancy Ltd. 

Final offer

When the above information has been checked and the offer of employment is confirmed we will ask you for: 

• Bank details and national insurance number, to process salary payments 
• Emergency contact details so that we can contact an appropriate person in case of an emergency at work 
• Mobile telephone number, if not already collected 
• Home address, if not already collected 
• Any declaration of a conflict of interest (which will be held on your HR file). 

Post-start date 

On the first day of employment, new members of staff are auto-enrolled into the organisation’s pension scheme and personal information is therefore transferred to our pension provider: Scottish Widows. This information will be your name, date of birth, National Insurance number and salary. You're entitled to opt out of this pension scheme. 

The information you provide during the application and offer stage will be retained by us as part of your employee file for the duration of your employment plus six years following the end of your employment. 

How long do we keep your information? 

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for three months from the end of the recruitment campaign unless you have specifically agreed that your information can be kept on file for six months in order that we may approach you with details of other vacancies. 

If your application is successful, the information you provide during the application and offer process will be retained by us for the duration of your employment plus six years following the end of your employment.