1. Introduction

Pathfinders Specialist & Complex Care is committed to protecting the privacy and security of personal information relating to job applicants, employees, workers, contractors, and former staff.

This privacy notice explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What Information We Collect

A. Job Applicants

When you apply for a role with us (including via the NHS Jobs platform), we may collect:

• Name, address, email address, and telephone number
• CV and employment history
• Education and qualifications
• Professional registrations and memberships
• Right to work documentation
• References
• Equal opportunities monitoring information (where provided voluntarily)
• Disclosure and Barring Service (DBS) information (where required for the role)
• Interview notes and assessment results

B. Employees and Workers

If you are successful, we may collect:

• Bank details and payroll information
• National Insurance number
• Tax information
• Emergency contact details
• Absence and sickness records
• Occupational health information (where relevant)
• Disciplinary and grievance records
• Training and performance records
• Pension information

Where required for healthcare roles, we may also process information relating to professional fitness to practise and compliance checks.

3. How We Use Your Information

We use your data to:

For Candidates:

• Assess your suitability for employment
• Communicate with you about your application
• Carry out pre-employment checks (e.g., references, right to work, DBS)
• Comply with legal and regulatory obligations

For Employees:

• Manage your employment contract
• Process payroll and benefits
• Manage performance and training
• Ensure health and safety compliance
• Meet safeguarding and regulatory requirements
• Comply with employment law obligations

We will only use your personal data where we have a lawful basis to do so, including:

• Performance of a contract
• Legal obligation
• Legitimate interests
• Consent (where required)

4. Special Category Data

Some roles, particularly those involving healthcare or vulnerable individuals, require us to process sensitive personal data (such as health information or DBS data). This will only be processed where legally permitted and necessary.

5. Sharing Your Information

We may share your information with:

• Payroll providers
• Pension providers
• Occupational health providers
• IT service providers
• Professional regulators (where required)
• Disclosure and Barring Service (DBS)
• HM Revenue & Customs (HMRC)
• Relevant NHS bodies where required for compliance

We will never sell your personal data.

6. Data Retention

• Unsuccessful applicants: Data is retained for up to 6 months after recruitment concludes, unless otherwise required.
• Successful applicants: Data is retained in accordance with our employee data retention schedule and statutory requirements.

After this period, data will be securely deleted or anonymised.

7. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction.

Access to personal data is restricted to those who need it for legitimate business purposes.

8. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request erasure (where applicable)
• Restrict processing

• Object to processing
• Request data portability (where applicable)

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

ICO Contact Details:
Information Commissioner’s Office
Website: https://www.ico.org.uk

9. Changes to This Notice

We may update this privacy notice from time to time. The latest version will always be available on our website.

10. Contact Us

If you have any questions about this notice or how your data is handled, please contact:

reception@pathfinders-care.co.uk

01623 836 639