Privacy Notice for Job Candidates

Who are we?

IPRS Group Ltd

Suffolk House, Bramford Road

Little Blakenham

IPSWICH IP8 4JU

www.iprsgroup.com

IPRS Group is an independent specialist organisation offering a diverse range of clinical products and services to the public and private sectors.

You are receiving this notice because you have applied for a job role within our group of companies. To be able to manage your application, we need to process your personal information.

This notice tells you why we do this, what processing takes place, and what we do with your data.

IPRS Group is registered in the UK with the Information Commissioner’s Office (ICO), and is permitted to process personal in accordance with the Data Protection Act 2018 (DPA) and the UK General Data Protection Regulation (GDPR).

As part of its responsibilities IPRS Group has a Data Protection Officer, who is responsible for monitoring the compliance of IPRS Group data protection activities. If you have any questions or concerns about your data protection, please contact the Data Protection Officer at:

DataProtectionOfficer@iprsgroup.com.

How did we receive your personal data?

You may have provided the information yourself, by responding to one of our recruitment adverts. You may have applied for a role advertised on one of the job sites we use for recruitment. Lastly, you may have given your information to one of our current employees, as part of our “refer a friend” scheme.

Why do we process your personal data?

Under the DPA and UK GDPR, processing includes any action taken with personal data, even just storing them. Processing begins as soon as we receive your information and continues until we delete or destroy it.

We process your personal information so that we can manage your application effectively and in accordance with IPRS Group policy and UK law.

This information will be kept as electronic records, held on secure, UK-based servers, and will only be processed in the UK or EEA. The security of your information is paramount; access to it is tightly controlled and restricted only to those who need access for the purpose of recruitment.

IPRS Group will not use your data for direct marketing purposes and will not sell or transfer your data to any third party for marketing purposes. We will only share your data with a third party with your explicit consent unless, there is a legal requirement to do so, such as a court order.

What is our lawful basis for processing your personal data?

Our lawful bases for processing your data are your consent and our legitimate interests, i.e., informed candidate selection.

You benefit from IPRS Group processing your data, as you are able to seek employment with IPRS Group, which could not happen without IPRS Group processing your data.

If, at any time, you wish to withdraw your consent for IPRS Group to process your personal data, you need only contact us.

What categories of personal data do we process?

We process your general personal data, such as your contact information, but may also ask you for certain “special category” data. Special category data is more sensitive information than general personal data and is defined in the data protection law as information about a person’s:

race;
ethnic origin;
political opinions;
religious or philosophical beliefs;
trade union membership;
genetic data;
biometric data (where this is used for identification purposes);
health data;
sex life; or
sexual orientation.

For example, we may ask you for information about your ethnicity, disability, gender, sexuality, or religion, for example; this so that we can provide evidence of our compliance with antidiscrimination law, for instance.

What information do we hold about you and how do we collect it?

The personal data that we process may include your:

Name
Address
Telephone numbers
Email addresses
Date of birth
Employment history
Education
Nationality
Any other personal data you include in your CV.

We collect your personal information from:

The job site you applied through;
You;
Your authorised representative, such as your friend or family member.

Your data will only be collected and processed where this is necessary and relevant for the recruitment process.

Who do we share your personal data with?

We only share your data within IPRS Group. This would be with hiring/recruiting managers and our HR department. In the event your application proceeds to interview, your information will be shared with any members of the interview panel.

Your information is used to manage your application and make arrangements for interviews, and to communicate with you for these purposes. Sharing with the interview panel ensures that they have enough information to make informed decisions about your suitability for employment.

We will use the least amount of your information necessary to achieve these purposes and, to ensure, a fair recruitment process based solely on suitability for the role, interviewers will not have access to special category data.

How long do we keep your data?

If you are successful in securing employment, you will receive a new privacy notice as an employee. If you are unsuccessful, IPRS Group will keep your data for up to 3 months, with your consent. Should we wish to retain data indefinitely for research or analytical purposes, this information is retained as anonymous statistical data, that are no longer ‘identifying or identifiable’ to you.

What are your individual rights concerning your data?

Under data protection law, you have certain rights as an individual regarding your personal data and how it is processed by IPRS Group.

You have the right to:

Be kept informed by IPRS Group about any processing that takes place, which is the purpose of this privacy notice;
Know what information IPRS Group holds about you, and have access to that information;
Request the correction of inaccurate or incomplete data held by IPRS Group;

Restrict or object to IPRS Group’s processing of your personal data, in certain circumstances;
Request the deletion of your data; or
Request that IPRS Group provides your data in a portable format.

IPRS Group does not base any decision solely on automated processing or profiling.

Should you wish to exercise any of your rights concerning your personal data, please contact the Data Protection Officer at DataProtectionOfficer@iprsgroup.com.

Who to contact if you are unhappy with IPRS Group’s management of your data?

If you have any concerns about what IPRS Group doing with your data, please contact the Data Protection Officer in the first instance.

You have the right under UK data protection law to lodge a complaint with a supervisory authority. IPRS Group is regulated in all matters of data protection by the Information Commissioner’s Office (ICO). If you are dissatisfied with our response to your concerns or believe that IPRS Group is processing your data otherwise than in accordance with the law, you have to right to make a complaint to the ICO, as below.

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

Fax: 01625 524 510