Recruitment Privacy notice

This Recruitment Privacy notice explains what personal data (information) we will hold about you, how we collect it, and how we will use and may share data about you during the application process. We are required to notify you of this information, under data protection legislation. This Recruitment Privacy notice is to be read in conjunction with our main Privacy notice and does not replace it.

This Recruitment Privacy notice does not apply to any third-party websites that may have links to or from our own website.

Who are we?

This Recruitment Privacy notice provides information on the processing of personal data for recruitment purposes by Helios Global Group Limited and its affiliates – Helios Medical Communications Limited, Selene Medical Communications Limited and Cogentia Healthcare Consulting Limited.

We collect, use and are responsible for certain personal information about you.

When we do so we are subject to certain data protection laws, including the General Data Protection Regulation (GDPR) if you are in the EU, the UK GDPR if you are in the UK and the Data Protection Act 2018. We are responsible as ‘controller’ of that personal information we process for the purposes of those laws. We are registered with the Information Commissioner’s Office as a Controller under registration number ZA317302 for Helios Medical Communications Limited, ZA797179 for Selene Medical Communications Limited and ZA241016 for Cogentia Healthcare Consulting Limited.

Data protection principles

We will comply with the data protection principles when gathering and using personal information, as set out in our Data Protection Policy.

What information

We may collect the following information up to and including the shortlisting stage of the recruitment process:

Your name and contact details (ie address, home and mobile phone numbers, email address)
Details of your qualifications, experience, employment history (including job titles, salary and working hours) and interests
Your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs
Details of your referees

We may collect the following information after the shortlisting stage, and before making a final decision to recruit:

Information about your previous academic and/or employment history, including details of any conduct, grievance or performance issues, appraisals, time and attendance, from references obtained about you from previous employers and/or education providers
Information regarding your academic and professional qualifications
Information regarding your criminal record, in a criminal records certificate or enhanced criminal records certificate
Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information
Information relating to your health
A copy of your driving licence or passport

How we collect the information

We may collect this information from you, your referees (details of whom you will have provided), your education provider, the relevant professional body, the Disclosure and Barring Service and the Home Office.

Why we collect the information and how we use it

We will typically collect and use this information for the following purposes (other purposes that may also apply are explained in our Data Protection Policy):

To take steps to enter into a contract
For compliance with a legal obligation
For the performance of a task carried out in the public interest
For the purposes of our legitimate interests or those of a relevant third party (such as a benefits provider), but only if these are not overridden by your interests, rights or freedoms
Because it is necessary for carrying out obligations or exercising rights in employment law
For reasons of substantial public interest (ie equality of opportunity or treatment, promoting or retaining racial and ethnic diversity at senior level, preventing or detecting unlawful acts)
To establish, exercise and/or defend any legal claims that may be brought by or against us in connection with your recruitment

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.

How we may share the information

We may also need to share some of the above categories of personal information with other parties, such as HR consultants and professional advisers. Usually, information will be anonymised, but this may not always be possible. The recipient of the information will be bound by confidentiality obligations. We may also be required to share some personal information with our regulators or as required to comply with the law.

Where information may be held

Information may be held at our offices and those of our group companies, and third-party agencies, service providers, representatives and agents as described above.

How long we keep your information

If you are unsuccessful in your application, we keep the personal information that we obtain about you during the recruitment process for a period of no longer than 12 months from last contact with you. Successful candidates are subject to our Employee Privacy Notice.

We will keep recruitment information (including interview notes) for up to a period of 15 months from last contact with you, if you are unsuccessful, after which they will be destroyed.

Your right to object to us processing your information

Where our processing of your information is based solely on our legitimate interests (or those of a third party), you have the right to object to that processing if you give us specific reasons why you are objecting, which are based on your particular situation. If you object, we can no longer process your information unless we can demonstrate legitimate grounds for the processing, which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.

If you wish to object in this way, please email the Data Protection Manager: privacy@heliosglobalgroup.com

Your rights to correct and access your information and to ask for it to be erased

Please contact the Data Protection Manager, if (in accordance with applicable law) you would like to correct or request access to information that we hold relating to you, or if you have any questions about this notice. You also have the right to ask the Data Protection Manager for some but not all of the information we hold and process to be erased (the ‘right to be forgotten’) in certain circumstances. The Data Protection Manager will provide you with further information about the right to be forgotten if you ask for it.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information 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.

How to complain

We hope that the Data Protection Manager can resolve any query or concern you raise about our use of your information. If not, contact the Information Commissioner at https://ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.