Privacy Policy

The following explains how we Rodericks Dental Partners Group (Controller) a group of dental practices listed at Schedule 1, intend to use the information you provide in your application as part of our recruitment process, along with your rights, our reasons for requesting it and who will have access to it. Our head office is operated by Rodericks Dental Limited, company number 00190237, registered office 15 Basset Court Loake Close, Grange Park, Northampton, NN4 5EZ.

What information do we collect from you?

We collect information that is specifically provided by you as part of an application process. We will collect the following (but not limited to):

  • Name, address, email, telephone number
  • CV (if applicable)
  • Equal opportunities monitoring information (defined as special categories data) - this information is purely for statistical analysis and monitoring purposes
  • Answers to application questions
  • Any other information you wish to provide in support of your application
  • Information about your qualifications
  • Information about your right to work in the UK
  • Information about criminal records
  • Health information

We may also collect information from third parties, such as previous employers, where you have provided us with the names of those previous employers in order to seek references.

We collect this information on the basis that we may enter into a contract with you in the future and to ascertain your suitability for any such role we may offer. Also to ensure compliance with any legal obligations we may have and any legitimate interests we have.

Why do we collect this information?

Details you provide in this application:

  • Will be held on our computer systems and may be downloaded by us
  • Will be used to deal with your application
  • Will be made available to us and our processors
  • Will be used for communication with you regarding the vacancy
  • Will be used to satisfy legal requirements
  • Will be used for statistical analysis
  • Will be held and may be used to contact you about other vacancies

We will delete or anonymise your data after 365 days of inactivity by you on the recruitment system. After this period, it will be destroyed unless we consider it needs to be kept for any legal reasons.

Keeping your information safe 

Some of your data will be stored on our recruitment systems. We reserve the right to migrate your data to new recruitment systems in the future. We will let you know if we take this action.

We store your personal information securely on our central computer system but we may occasionally hold some of your personal information in a manual filing system on the practice premises. In neither case however can your information be accessed by those who do not work for Rodericks Dental Partners. In particular, only authorised team members have access to your information (on a need-to-know basis). They understand their legal responsibility to maintain confidentiality and follow practice procedures to ensure this.

We take precautions to ensure security of the practice and support centre premises, the practice filing systems and our support centre and practice computers.

We use cloud computing facilities for storing some of your information and we have a rigorous agreement with our provider to ensure that it meets the obligations described in this policy and that it keeps your information securely.

Access to your information and other rights

You have a right to access the information that we hold about you and to receive a copy. 

Please submit your request in writing or by email to the Recruitment Team at recruitment@rodericksdental.co.uk . This ensures that we understand more clearly what you require.

We do not usually charge you for copies of your information; if we pass on a charge, we will explain the reasons.

Who we share your information with

We will share your information with other companies within our group, but only for the purposes of your application and future vacancies within our group.

Auto- Decline

We use some automated screening tools as part of this application process. The answers you provide to one or more of the questions (excluding any special categories/equal opportunity questions) may result in your application being automatically declined. This technology is used to help us manage the high volume of applications we receive and can assure applicants the same outcome would occur if we manually reviewed your application. The reason for the decline will be made available to you in your candidate account.

Auto-Opt In

When you create a profile on our recruitment systems you will automatically be opted in to receiving information about future vacancies within Rodericks Dental Partners Group.

If you opt out of receiving details about future vacancies we will store your application data for up to 365 days. After this period of inactivity, it will be anonymised unless we consider it needs to be kept for any legal reasons.

Cascade

Only if you are successfully recruited, we will upload your details to our HR system, Cascade. As a member of staff you will sign a contract and will be sent a separate Privacy Notice confirming how we deal with your personal data as a staff member.

How can I access the information you hold about me? Your rights

We are dedicated to providing reasonable access to candidates who wish to review the personal information retained when they apply via our website site and correct any inaccuracies it may contain. If you choose to register, you may access your profile, correct and update your details, or withdraw your details at any time. To do this, you can access your personal profile by using the secure login. In all cases we will treat requests to access information or change information in accordance with applicable legal requirements.

You have the following rights in relation to the way in which we deal with your personal data:

  • the right of erasure or to be forgotten
  • the right to rectification if information is inaccurate or out of date
  • the right of data portability (to obtain and reuse your personal data)
  • the right to object to the controller and processors’ handling of your personal data
  • the right to withdraw your consent with regards to the handling of your personal data
  • you have the right to ask for a copy of the information we hold about you (Subject Access Request - S.A.R)
  • You have the right to lodge a complaint with a supervisory authority - the ICO

Within your candidate account, you can also use the Download Data feature to generate an XML file of the current data we hold on you that you have provided and/or have access to within the account.

Where you exercise your right to object or withdraw your consent we may process your personal data without your knowledge or consent where we are permitted or required by law or regulatory requirements to do so. In such a case, we will not process more personal data than is required under the circumstances.

If you are not satisfied by our actions, you can seek recourse through our internal complaints procedure. If you remain dissatisfied, you have the right to refer the matter to the Information Commissioner (www.ico.org.uk) or seek recourse through the courts.

Last updated on 4 May 2023