Recruitment Privacy Notice

Effective from: September 2026

1. Who we are

Dignicare Ltd is the data controller responsible for personal information collected through this recruitment platform.

Company number: 06396999
Recruitment and correspondence address: Marsel House, Stephensons Way, Ilkley, LS29 8DD
Email: info@dignicare.co.uk
Telephone: 01943 818274

2. Information we collect

Depending on the role and recruitment stage, we may collect:

• Your name, address, contact details and preferred contact method.
• Your employment history, qualifications, skills and experience.
• Information contained in your CV or supporting documents.
• Your availability, notice period and role preferences.
• Interview notes and recruitment decisions.
• Details of referees and references received.
• Right-to-work and identity documentation.
• Driving licence, vehicle, insurance or MOT information where relevant.
• Information about health conditions or reasonable adjustments where you choose to provide it.
• Criminal-record and DBS information where the role is eligible for an appropriate DBS check.

3. Where we obtain your information

We may obtain information:

• Directly from you through the application and onboarding process.
• From the referees you nominate.
• From recruitment agencies or job websites where applicable.
• From official bodies involved in right-to-work, qualification or DBS checks.

4. Why we use your information

We use recruitment information to:

• Receive, review and manage your application.
• Communicate with you about the recruitment process.
• Assess your experience, qualifications and suitability.
• Arrange interviews and record recruitment decisions.
• Obtain references where you have authorised us to do so.
• Confirm identity, qualifications and right to work.
• Undertake appropriate safeguarding and DBS checks.
• Make reasonable adjustments during recruitment.
• Prepare an employment contract and personnel record if successful.
• Meet our legal, regulatory and safeguarding responsibilities.

5. Our lawful bases

We normally process recruitment information because it is necessary to take steps at your request before entering into an employment contract, to comply with our legal obligations, and for our legitimate interests in recruiting suitable and safe staff.

Where special-category information is processed, including relevant health information, we will only do so where permitted by UK data-protection and employment law.

Criminal-record and DBS information will only be processed where the role is eligible and where processing is authorised by law. Access to this information is restricted to authorised staff.

Permission to retain an unsuccessful application for possible future vacancies is optional and based on your consent. You may withdraw that permission at any time.

6. References

If you provide referee details, you must ensure that the referee is aware that their information has been given to Dignicare. We will normally contact referees after receiving your authorisation and at an appropriate stage of the recruitment process.

7. Who may receive your information

Your information may be shared with:

• Authorised Dignicare managers and recruitment staff.
• IT, cloud-hosting and communications providers supporting the platform.
• Referees, recruitment agencies and professional advisers where necessary.
• Government, regulatory or safeguarding bodies where legally required.
• DBS and identity-checking providers where relevant to the role.

We do not sell applicant information. Suppliers processing information on our behalf must protect it and only use it in accordance with our instructions.

8. Storage and international processing

Recruitment information is stored using access-controlled systems, including Microsoft Azure and associated Microsoft services. Where a supplier processes information outside the United Kingdom, we require an appropriate legal transfer safeguard and suitable security protections.

9. How long we retain information

• Unsuccessful or withdrawn applications will normally be retained for six months after the recruitment decision.
• If you give optional permission to be considered for future vacancies, relevant application information may be retained for up to 12 months.
• If you are employed, relevant recruitment records will be transferred to your personnel record and retained under Dignicare’s employee-record retention arrangements.
• DBS information will be handled and retained in accordance with legal requirements and the DBS Code of Practice.

Information may be retained for longer where required by law or where it is necessary to establish, exercise or defend a legal claim.

10. Automated decision-making

Dignicare does not make final recruitment decisions solely through automated processing. Recruitment decisions involve human review.

11. Your rights

Subject to the circumstances and applicable law, you may have the right to:

• Request access to your personal information.
• Ask us to correct inaccurate or incomplete information.
• Request deletion or restriction of your information.
• Object to certain processing.
• Withdraw consent where processing relies on consent.
• Request transfer of information where the right applies.
• Complain to the Information Commissioner’s Office.

Some rights are not absolute, and we may need to retain or continue using information where there is a lawful reason to do so.

12. Contacting us

13. Complaints

If you are unhappy with how we use your information, please contact us first so that we can try to resolve the matter.

You may also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint.

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