• 125 Cambuslang Road, Glasgow, G32 8NB
  • 0141 646 0657
  • careers@visioncall.co.uk

Candidate Privacy Policy

This notice explains what personal data (information) the Visioncall group of companies holds about you, how we collect it, and how we use and may share information about you during any recruitment process. We are required to notify you of this information under data protection legislation. Please ensure that you read this notice (sometimes referred to as a ‘privacy policy’) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.

The Visioncall group of companies (“Visioncall”) comprises Visioncall Group Ltd, Visioncall Ltd and all its Caring Practices subsidiaries, Visioncall Labs Holdings Ltd and Visioncall Labs Ltd, Visioncall Properties Holdings Ltd and Visioncall Properties Ltd (together “Visioncall). For the avoidance of doubt, it excludes Visioncall Ireland Ltd.

Visioncall is a “Data Controller” and gathers and uses certain information about you.

Visioncall collects and processes personal data relating to candidates as part of our recruitment process. Visioncall is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does Visioncall collect?

Visioncall collects and processes a range of information about you either during a recruitment process and/or during employment. This may include:

  • Name, date of birth
  • Contact details, including home address, home and mobile telephone numbers and personal email address
  • Information about your marital status, next of kin, dependants and emergency contacts.
  • Details on your CV, qualifications, skills, education, experience and employment history, including start and end dates with previous employers.
  • Referee details and references about you that we give or obtain from others.
  • Interview notes
  • Information about your nationality and entitlement to work in the UK from appropriate documents.
  • Your General Optical Council (GOC) number, or other relevant memberships, where relevant to your role –
  • Details of any criminal convictions
  • Whether or not you have a disability for which Visioncall needs to make reasonable adjustments during the recruitment process
  • Additional information that you choose to tell us
  • Additional information that your referees chooses to tell us about you, and
  • Additional information that we find from other third party sources such as job sites.

Visioncall may collect this information in a variety of ways. For example, data might be collected from you, recruitment agencies, the Home Office, DBS organisations, PVG checks, previous employers, Visioncall employees, consultants and other professionals we engage. Information may also be collected through automated monitoring of our websites and other technical systems, such as our computer networks and connections and CCTV systems.

Data will be stored in a range of different places, including in Visioncall’s HR management systems and in other IT systems (including Visioncall’s email system).

How does Visioncall collect your personal data?

We collect a candidate’s personal data in three primary ways:

Personal data you give to us:  Visioncall needs to know certain information about you in order to match you to the role(s). There are numerous ways you can share your information with us. These may include:

  • Entering your details on the Websites, as part of the registration process;
  • Leaving a hard copy CV or resume at a Visioncall recruitment event, job fair or office;
  • Via a current employee;
  • Emailing your CV or resume to a Visioncall consultant or being interviewed by them;
  • Applying for jobs through a job aggregator.

Personal data we receive from other sources: We also receive personal data about candidates from other sources. Depending on the relevant circumstances and applicable local laws and requirements, these may include personal data received in the following situations:

  • Your referees or former employers may disclose personal information about you;
  • Our employees may share personal information about you with us;
  • We may obtain information about you from searching for potential Candidate from third party sources, such as LinkedIn and other job sites;
  • If you ‘like’ our page on Facebook or ‘follow’ us on Twitter we will receive your personal information from those sites; and
  • You may be referred to us through an agency and they may share personal information about you with us.

Personal data we collect automatically: To the extent that you access our website or read or click on an email from us, where appropriate and in accordance with any local laws and requirements, we may also collect your data automatically or through you providing it to us.

What is the lawful basis for Visioncall collecting your personal data?

Visioncall needs to process data at your request, before entering into a contract with you. Visioncall may also need to process your data to enter into a contract with you. In some cases, Visioncall needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a candidate’s entitlement to work in the UK.

Visioncall has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from candidates allows Visioncall to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. Visioncall may also need to process data from candidates to respond to and defend against legal claims.

How does Visioncall use your personal data?

The main reason for using your personal details is to help you find employment within Visioncall, prior to entering into a contract with you.

In some cases, we will need to process data to ensure we are complying with our legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts. We generally use Candidate data in three ways:

  • Recruitment Activities;
  • Marketing Activities; and
  • To help us to establish, exercise or defend legal claims.

Visioncall may process special categories of personal data, such as information about ethnic origin, sexual orientation or religion or belief to monitor recruitment statistics. Visioncall also may collect information about whether or not applicants are disabled in order to make reasonable adjustments for candidates during the recruitment process who have a disability. Visioncall processes such information to carry out its obligations and exercise specific rights in relation to employment.

For some roles, Visioncall is obliged to seek information about criminal convictions and offences. Where Visioncall seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.

If your application is unsuccessful, Visioncall may keep your personal data on file in case there are future employment opportunities for which you may be suited. Visioncall will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.

Marketing

We may periodically send you information that we think you may find interesting. In particular, we may wish to use your data for the purposes listed below, where appropriate and in accordance with any local laws and requirements. Please note that this list is not exhaustive. To:

  • inform you of recruitment opportunities within Visioncall;
  • send you details of reports, networking, continuing and education training (“CET”) events offered by or through Visioncall, and general information about the industry sector which we think might be of interest to you.

We need your consent for some aspects of these activities which are not covered by our legitimate interests (in particular, the collection of data via cookies, and the delivery of direct marketing to you through digital channels) and, depending on the situation, we’ll ask for this via an opt-in or soft-opt-in (which we explain further below).

Soft opt-in consent is a specific type of consent which applies where you have previously engaged with us (for example by applying for a job at Visioncall), and we are marketing service offerings similar to those you have previously engaged with us on. Under ‘soft opt-in’ consent, we will take your consent as given unless or until you opt out. For other types of e-marketing, we are required to obtain your explicit consent.

Who do we share your personal data with?

Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the central support team (including recruitment, payroll and IT), interviewers involved in the recruitment process, and managers in the business area with a vacancy, all subject to access to that data being necessary for the performance of their roles.

Visioncall shares your data with third parties in order to obtain pre-employment references from other employers, obtain employment background checks from third-party providers and obtain necessary criminal records checks from the Disclosure and Barring Service/PVG.

Visioncall also shares your data with third parties that process data on its behalf, in connection with its Human Resources provider, recruitment partner and the provision of occupational health services. The recipients of the information will be bound by confidentiality obligations. We may also be required to share some personal information as required to comply with law or regulation such as with, HMRC, UK Visas and Immigration and law enforcement agencies or third parties who we have retained to provide services such as reference, qualification and criminal convictions checks, to the extent that these checks are appropriate and in accordance with local laws.

The majority of your information is processed in the UK and European Economic Area (EEA). However, some of your information may be processed by us or the third parties we work with outside of the EEA, including countries such as the United States. Where your information is being processed outside of the EEA, we take additional steps to ensure that your information is protected to at least an equivalent level as would be applied by UK / EEA data privacy laws e.g. we will put in place legal agreements with our third party suppliers and do regular checks to ensure they meet these obligations.

How does Visioncall protect data?

Visioncall takes the security of your data seriously. Visioncall has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.

Where Visioncall engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical measures to ensure the security of data.

For how long does Visioncall keep data?

Visioncall will hold your personal data for up to one year after the last meaningful contact with the candidate (eg the end of the relevant recruitment process). At this time, your data will be deleted. Should you register on our careers website, for consideration for information on Visioncall and future employment opportunities, we will continue to send you information regarding Visioncall, unless you withdraw your consent.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file (and retained for the duration of your employment. The periods for which your data will be held are contained in Visioncall’s Data Management Policy.

Your rights

As a data subject, you have a number of rights. You can:

  • Access and obtain a copy of your data on request.
  • Require Visioncall to change incorrect or incomplete data.
  • Require Visioncall to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing.
  • Object to the processing of your data where Visioncall is relying on its legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please contact our Data Protection Officer at dpo@visioncall.co.uk.

If you believe that Visioncall has not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to Visioncall during the recruitment process. However, if you do not provide the information, Visioncall may not be able to process your application properly or at all.

Last updated: 21 May 2018

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