As part of any recruitment process, Air Balloon Surgery collects and processes personal data relating to job applicants. This statement explains how Air Balloon Surgery uses personal data we collect about job applicants.

We are committed to protecting your personal information and to being transparent about what information we hold.

Our data protection policy and procedures are governed by the Data Protection Act 1998 and, from 25th May 2018, the EU General Data Protection Regulation. The law in this area is changing rapidly and we anticipate this statement may be revised in line with guidance from the Information Commissioner’s office.

Air Balloon Surgery is registered with the Information Commissioner’s Office (ICO) with registration number Z596861X.

• Data controller: Air Balloon Surgery, Kenn Road, St George, Bristol, BS5 7PD
• Data protection officer: LMC UK Services, 14A High Street, Staple Hill, Bristol, BS16 5HP.

What information does Air Balloon Surgery collect?

Air Balloon Surgery collects a range of information about you. This includes:

• Your name, address and contact details, including email address and telephone number
• Details of your qualifications, skills, experience and employment history
• Information about your current level of remuneration
• Whether or not you have declared a disability for which Air Balloon Surgery needs to make reasonable adjustments during the recruitment process
• Information about your entitlement to work in the UK

Air Balloon Surgery may collect this information in a variety of ways. For example, data might be contained in application forms, CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests.

Air Balloon Surgery may also collect personal data about you from third parties, such as references supplied by current and former employers and information from criminal records checks. Air Balloon Surgery will seek information from third parties once a job offer to you has been made and will inform you that it is doing so. Air Balloon Surgery may also seek information from third parties prior to a job offer being made, but not without your agreement to do so.

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

Why does Air Balloon Surgery process personal data?

Air Balloon Surgery needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you.

In some cases, Air Balloon Surgery needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts, and is required to carry out Disclosure and Barring Service checks appropriate to the job role for which you are applying.

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

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

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

Who has access to data?

Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR and management team, interviewers involved in the recruitment process, line managers in the team with a vacancy and secretarial staff if access to the data is necessary for the performance of their roles, such as sending out applicant information packs to job applicants.

Air Balloon Surgery will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. Air Balloon Surgery will then share your data with former employers to obtain references for you and the Disclosure and Barring Service to obtain necessary criminal records checks.

Other than outlined above, Air Balloon Surgery does not share data with any third party, except as allowed for in other privacy notices or required by law. We do not sell your personal data to third parties under any circumstances, or permit third parties to sell on the data we have shared with them. Air Balloon Surgery does not currently send or share your data with any agencies outside the European Economic Area. Should this change you will be notified of this change and the protections which are in place.

By submitting your personal data, you’re agreeing to this storing or processing.

How does Air Balloon Surgery protect data?

Air Balloon Surgery takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

Our data protection policy and procedures are governed by the Data Protection Act 1998 and, from 25th May 2018, the EU General Data Protection Regulation. The law in this area is changing rapidly and we anticipate this statement may be revised in line with guidance from the Information Commissioner’s office.

For how long does Air Balloon Surgery keep data?

If your application for employment is unsuccessful, Air Balloon Surgery will hold your data on file for 6 months after the end of the relevant recruitment process. If you agree to allow Air Balloon Surgery to keep your personal data on file, Air Balloon Surgery may hold your data on file for a further 12 months for consideration for future employment opportunities. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

Your rights

As a data subject, you have the following rights:

Access

Please contact us if you would like confirmation that your data is being processed and access to your personal data.

There is no charge for us providing you with this data and it will usually be provided within a month of the request (unless the request is unfounded or excessive).

Rectification

Please inform us of any data which you would like rectified and we will usually respond within a month of the request.

We will pass on the changes to any third parties who need to change their records and let you know this has been done.

Erasure

You may exercise your right to have your personal data erased in a number of circumstances (eg if the data is no longer necessary in relation to the purpose for which it was created or you withdraw your consent). Where possible we will comply with all such requests, though some details may be part of the Practices permanent records (enhanced services claims) which cannot reasonably be deleted.

Restrict processing

You can tell us that we can keep your data but must stop processing it, including preventing future mailings and communications.

If possible we will inform any third parties to whom your data has been disclosed of your requirement.

Data portability

Your data is across manual records and bespoke Excel databases. We will do our best to provide information in a portable format but it is unlikely that we can create systems to do so.

To object

If we can, we will stop processing your data if you object to processing based on legitimate interests or the performance of a task in the public interest / exercise of official authority (including profiling).

We will stop processing your data if you object to processing for purposes of research and statistics.

Not to be subject to automated decision-making including profiling

We do not use any automated decision-making.

If you would like to exercise any of these rights please contact the Data Protection Officer via the surgery or at liberty@lmcukservices.co.uk

If you believe that Air Balloon Surgery has not complied with your data protection rights, you have the right to lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk/concerns.

What if you do not provide personal data?

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