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Privacy Statement (Recruitment)

Privacy Statement (Recruitment)

This is our Privacy Statement for Recruitment & Employers. View our standard Privacy Statement.

Calida Care Privacy Statement – Recruitment & Employment

Please read this privacy statement carefully. It contains important information you need to know about who we are, how and why we collect, store, use and share your personal information, your rights in relation to your personal information and how to contact us and other organisations in the event you have a complaint.


As part of our recruitment and employment process and in order that we can provide care and support services to the people we support, we collect and use certain personal information about you.

Personal information means any information about you from which you can be identified, but it does not include information where your identity has been removed (anonymous data).

As the ‘controller’ of personal information, we are responsible for how that data is managed. The General Data Protection Regulation (“GDPR”), which applies in the United Kingdom and across the European Union, sets out our obligations to you and your rights in respect of how we manage your personal information.

As the ‘controller’ of your personal information, we will ensure that the personal information we hold about you is:

  1. Used lawfully, fairly and in a transparent way.
  2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  3. Relevant to the purposes we have told you about and limited only to those purposes.
  4. Accurate and kept up to date.
  5. Kept only as long as necessary for the purposes we have told you about.
  6. Kept securely.

If you have any questions about this privacy notice or would like further explanation as to how your personal information is managed, please send an email to, write to Calida Care Ltd, 6 Faraday Court, Rankine Road, Basingstoke, Hampshire, RG24 8PF, or call 01256-700991.

Please note when we refer to:

  • A “public body” we mean any organisation in the United Kingdom which delivers, commissions or reviews a public service and includes (but is not limited to) the Ombudsman, local authorities, councils, unitary authorities, clinical commissioning groups, health and social care trusts, the National Health Service as well as their arm’s length bodies and regulators.
  • A “social or health care professional” we mean any person who provides direct services, acts as consultant or is involved in the commission of your healthcare or social care services, including (but not limited to) your General Practitioner (GP), dental staff, pharmacists, nurses and health visitors, clinical psychologists, dieticians, physiotherapists, occupational therapists, hospital staff, social workers and other care and support related professionals.

The personal information we collect and use in relation to recruitment and employment

Information collected by us:

By using our website or communicating with Calida Care using any form of media or communication (phone, email, post, face to face, social media), you agree that we may collect information about you and you agree to the use of this data in accordance with this Privacy Statement.

For clarity, we collect personal information directly from you, or if you are a job applicant, through the application and recruitment process, through your visit to our website (via our Contact Us form) or through an employment agency who submits your C.V for our consideration. We may also collect additional background information from third parties including former employers or other background checking agencies.

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, but we will only do so where this is required or permitted by law.

When using our website, we collect standard internet log information (commonly known as cookies), including:

  • IP address
  • Details of the pages you visit
  • General details about the type of computer or device that you are using

This is statistical information only which we collect in order to find out the numbers of visitors to our site and the pages they have visited. This information collected in such a way that it is not used to identify individuals. Where we do collect personal information on the website, this will be made obvious to you through the relevant pages. See our full cookie policy for more information.

Please be aware that our website may provide you with links to other websites. If you follow a link to any other website, please note they have their own privacy promises. We do not accept any responsibility or liability for the privacy and security practices of such third-party websites and your use as such is at your own risk.

Job Applicants:

When you apply for a job with us, we may collect the following personal information which is either provided by you or obtained by third parties during the application and recruitment process:

  1. Your title, name, addresses, contact details (including your telephone number (s) & email address) and next of kin and/or emergency contact information (i.e. name, relationship and home and mobile numbers)
  2. Your date of birth, gender and marital status
  3. Your National Insurance Number
  4. Your CV (including education details and employment history)
  5. Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process)
  6. Employment records (including job titles, work history, working hours, training records and professional memberships)
  7. Copies of your Driving Licence and other necessary identity and proof of address documents
  8. Information provided by you in relation to your Health & Fitness
  9. Information provided by you in relation to your Training & Experience
  10. Extra information you choose to tell us, in writing or verbally

How we use your personal information:

We collect and use your personal information for the purposes of:

  • Making a decision regarding your recruitment or appointment
  • Assessing your right to legally work in the UK
  • Assessing your suitability for a regulated role
  • Carrying out regulatory Disclosure & Barring Service checks
  • Assessing your fitness to work
  • To allow us to enter into an employment contract with you should your application and recruitment be successful
  • To enable us to comply with any legal obligations such as employment law
  • To enable us to conduct appropriate pre-employment checks including reference checks

Please note that if you fail to provide certain information when requested, we may not be able to continue to consider your application or progress with your recruitment.


If your application is successful then in addition to the information we have already collected about you during the recruitment process and in order to support you during your employment with Calida Care, we may also collect, store, and use the following additional categories of personal information which is either provided by you, obtained by third parties or compiled by us during the course of your employment in relation to job related activities:

  1. Your likes, dislikes and lifestyle preferences (including your religious beliefs or other beliefs of a similar nature in so far as they relate to your job role & assignments).
  2. Payroll records: salary, annual leave, pension and expenses
  3. UK bank details and tax status information
  4. Start date
  5. Training, education and competency records
  6. Performance management records: direct observations, appraisels, supervisions, spot checks, disciplinary and grievance information
  7. Absence records: annual leave, maternity leave, sick leave
  8. Photographs of you which we have to keep on your personnel file, for purposes of issuing you a company ID badge and which may be displayed in our office.
  9. Extra information you choose to tell us, in writing or verbally

How we use your personal information:

We collect and use your personal information to:

  • Allow us to perform and administer our contract with you, business management and planning and accounting and auditing
  • Enable us to comply with our legal obligations
  • Allow us to contact your Next of Kin or emergency contact in the event of an emergency
  • Pay you and deduct tax, National Insurance and Pension contributions as applicable
  • Conduct performance reviews, manage your performance and determine performance requirements
  • Assess qualifications and experience for a particular task, including decisions about further training and development requirements
  • Managing sickness absence
  • Match you to our Clients

Who we share your personal information with:

We will only share your information in the following circumstances:

  1. Where required to do so by law
  2. Where it is necessary to administer the working relationship with you
  3. Where we have another legitimate interest to do so

We may share your personal information with law enforcement or other authorities for the purposes of compliance with our legal obligations. This includes:

  • Information required by public bodies to evidence our compliance with the applicable regulatory framework.
  • Sharing personal information with external social or health care professionals, including public bodies, competent authorities, the courts, local safeguarding groups (in some circumstances)
  • Sharing personal information as otherwise required by law

Third parties:

In order to operate our business and run our recruitment, we may rely on third parties to provide specialist support to us. To provide this support they will have access to, or a duty of care over your personal information. These providers are:

  • IT and Telecoms Support companies – to ensure the safe, secure and resilient operation of our IT infrastructure including computers, servers, phones and mobile devices
  • Software support companies – to provide specialist support and resolve issues with the software that we run, for example the systems we use to store and manage your recruitment progression
  • Communication service providers such as Royal Mail and network providers
  • Relevant authorities such as DVLA, HMRC, CQC
  • Pre-employment screening providers such as The Disclosure & Barring Service for purposes of a criminal records check.
  • Service providers such as training providers, insurance providers, pension providers and payroll providers
  • Auditors
  • Data archiving companies – responsible for the secure storage and destruction of records.

We may share your information with Senior Management for purposes of auditing.

We may share limited personal information with other employees where appropriate.

We may share limited personal information with our Clients where you will be assigned to provide care and support for purposes of introduction.

We may share your information with future and prospective employers.

We will not sell or trade your personal information with any other third party.

Special category (sensitive) information:

Through the application, recruitment and employment process, we may also collect, store and use the following “special categories” of more sensitive personal information as follows:

  1. Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions
  2. Information about your health, including any medical condition, health and sickness records.
  3. Information about criminal cautions, convictions and offences including motoring offences & convictions

We may process this information to enable us to carry out our obligations under employment law and comply with regulatory body requirements and where it is necessary to assess your working capacity.

How we use your special category information:

  • We will use information relating to leaves of absence, which may include sickness absence or family related leaves, to comply with employment and other laws.
  • We will use information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits.
  • We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.
  • We will use information about criminal convictions and offences to assess your suitability for a regulated role and where necessary, to protect the interests of all parties (including us, you, our clients, other employees and third parties)

Please note that if you fail to provide certain information, personal or sensitive, when requested, we may not be able to perform the contract we have entered into with you or we may be prevented from complying with our legal obligations.

How long your information will be kept:

We will only retain your personal information for so long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.

The personal information we hold

Reasons we can collect and use your personal information:

We rely on the following grounds within the GDPR:

  1. Article 6(1)(b) – processing is necessary for the performance of our contracts to provide individuals with care and support services
  2. Article 6(1)(c) – processing is necessary for us to demonstrate compliance with our regulatory framework and the law
  3. Article 9(2)(h) – processing is necessary for the provision of social care or the management of social care systems and services

We also rely on Article 6(1)(f) – to process your personal data in pursuit of legitimate interests, which include;

  • Corporate due diligence and financial modelling, service development and innovation – the privacy impact on you is expected to be minimal. We will process your data internally to ensure our business is stable, trusted and innovating to provide the best possible service to you

Transfer of Information out of the EEA:

All your personal data is stored and processed on systems that are within the European Economic Area (EEA) and offer the same level of legal protection and rights over your data.

Where necessary for purposes of communicating with you about your recruitment, training and employment, we may transfer your personal information to the following countries which are located outside the European Economic Area (EEA):

  • The country where you are resident or located, whether permanently or temporarily

This international transfer is under Article 49(1)(b) – the transfer is necessary for the performance of a contract between the data subject and the controller. Such countries do not have the same data protection laws as the United Kingdom and EEA. Any transfer of your personal information will be subject to appropriate or suitable relevant safeguards that are designed to help safeguard your privacy rights and give you remedies in the unlikely event of a misuse of your personal information. (as permitted under Article 49 of the GDPR). We will not otherwise transfer your personal data outside of the United Kingdom or to any organisation (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries.

Your rights

Under the GDPR you have a number of important rights. In summary, those include rights to:

  1. Fair processing of information and transparency over how we use your use personal information
  2. Access to your personal information
  3. Require us to correct any mistakes in your information which we hold
  4. Require the erasure (i.e. deletion) of personal information concerning you, in certain situations. Please note that where we are obliged to keep your personal data due to a regulatory or legal requirement, we will not be able to delete the data and will continue to retain it.
  5. Receive the personal information 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
  6. Object at any time to processing of personal information concerning you for direct marketing – we do not process your personal information for marketing purposes
  7. Object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
  8. Object in certain other situations to our continued processing of your personal information
  9. Otherwise restrict our processing of your personal information in certain circumstances
  10. 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 General Data Protection Regulation.

How to contact us

If you would like to exercise any of those rights, please:

  • Email, write to us at Calida Care, 6 Faraday Court, Rankine Road, Basingstoke, Hampshire, RG24 9PF call 01256-700991.
  • Let us have enough information to identify you (eg: your name and address)
  • Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill)
  • Let us know the information to which your request relates, including any account or reference numbers, if you have them

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, 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 we can resolve any query or concern you raise about our use of your information. However, if you do have any concerns about our handling of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) who may be contacted at or telephone: 0303 123 1113.

Changes to this privacy statement

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. All other changes will be updated on our website.

Questions and comments regarding this privacy statement are welcomed and should be addressed to

Your Duty to Inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during the application and recruitment process and thereafter.

Privacy Statement, Recruitment & Employees – V1 06/19

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