Job Applicant, Employees and Volunteers

Privacy notice – job applicants, employees and volunteers

Please read this privacy notice carefully as it explains how BEYOND CARE HEALTH SOLUTIONS Ltd complies with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). The notice was last revised on 1st April 2025 and may be further revised from time to time.

Introduction

In order that BEYOND CARE HEALTH SOLUTIONS Ltd can consider and process your application for employment or volunteering within our organisation, and then, in due course, fulfil our obligations to you under any contract of employment (as well as other legal duties), we need to collect and use (“personal information”) about you.

Personal information: This is anything about you from which you can be identified, but it doesn’t include information from which your identity has been removed (i.e. anonymous data).

As a ‘controller’ of your personal information, BEYOND CARE HEALTH SOLUTIONS Ltd is legally responsible and under obligation to make sure that your personal information is:

Used in a lawful, fair and transparent manner
Collected solely for valid purposes that have been clearly explained to you and not used for any other purpose;
Relevant to the purposes we have informed you about and only used for those purposes;
Recorded accurately and kept up to date;
Kept and retained only as long as we need it for the purposes we have informed you about;
Stored and kept securely.

‘Lawful basis for processing’ your information

The UK GDPR says that we must have a ‘lawful basis’ for collecting and using your personal information. BEYOND CARE HEALTH SOLUTIONS LTD may rely on the following grounds within the UK GDPR for this lawful basis:

Article 6(1)(b) – processing is necessary for BEYOND CARE HEALTH SOLUTIONS Ltd when entering into and then performing our contract of employment with you (please note this will not apply in respect of volunteers);
Article 6(1)(c) – processing is necessary for BEYOND CARE HEALTH SOLUTIONS Ltd to demonstrate compliance with our regulatory framework and the law;
Article 7(1) – you have given BEYOND CARE HEALTH SOLUTIONS Ltd consent for us to process your personal information;
Article 9(2)(h) – processing is necessary for the provision of social care and the management of social care systems and services.

Other lawful grounds for processing your data could apply in certain situations, such as where sharing your personal information is essential in order to protect you from harm this is known as (“vital interests”) or where we otherwise have a legitimate interest.

The information we collect about you

In order to process your application BEYOND CARE HEALTH SOLUTIONS Ltd is required to collect certain information about you. In some cases we will get the information directly from you however we may also need to obtain information from other sources such as previous employers, Job Centre or government work programme or from the people whose names you have provided as referees:

Your name, gender, contact details and national insurance number;
Proof that you are legally entitled to work in the UK (this will not apply in respect of volunteers);
Details of your education, occupational history, availability and use of transport for work;
Details of your relevant transferable skills and qualifications, including any languages spoken;
The names and contact details of individuals we can contact for a reference;
Information and disclosure about any criminal record you may have;
Information about your suitability for the role you are applying for, including records of any selection interviews, your answers to selection questions and assessments, information about any disabilities or health conditions that may require us to make adjustments for you, and information about your vaccination status for certain diseases;
Proof of your identification and details of any previous names that you may have been known by;
Details of any previous addresses you have lived at in the past five years;
Photographs of your face;
Information about your age, gender, race or ethnicity, nationality, religion or belief, disability, marital or civil partnership status, sexual orientation and transgender status.

Once BEYOND CARE HEALTH SOLUTIONS Ltd, enters into a contract of employment (or volunteer agreement) with you and at any time thereafter, we may require you to update any of the information above, to ensure it remains accurate at all times. BEYOND CARE HEALTH SOLUTIONS Ltd will also collect other information about you and your work that we need in order that we can both fulfil our obligations to each other and to others. This might include records of training, assessments, meetings, supervision and appraisals as well as records of the work you do. In addition to this we are responsible for collecting information surrounding other aspects of your employment or volunteering, such as annual leave, sickness absence, accident and incident records, disciplinary or grievance processes and occupational health records.

During the course of your employment or volunteering, we may also collect further information about you from third parties, such as feedback from the people that use our services, our clients and customers. If you have been referred to us by a Job Centre or government work programme or on an educational work placement, we may also obtain further information from the agency or establishment that referred you to us.

Similarly, we may need to obtain information about your health from your GP or another healthcare professional, but only with your consent, which we will seek at the time.

We will also need to maintain records of your pay and tax, NI and other deductions made.

How we use your personal information

Before you commence employment or a voluntary role within our organisations, we will use your personal information to:

Decide on whether you are suitable for the position for which you have applied;
Communicate with you about your application;
Monitor the effectiveness of our equalities policies in our recruitment processes.
If your application is successful, we will carry forward the information you have provided and use that information along with any other personal information that we obtain to:
Communicate with you and keep you informed on work-related matters;
Make sure that you are suitable for the work tasks you are asked to carry out;
Make sure that the services we provide are safe and effective and legally compliant;
Manage any risks in the workplace;
Provide you with appropriate supervision, training and development;
Monitor and appraise your performance and work attendance;
Inform any HR processes such as disciplinary or grievance proceedings;
Make sure you get paid for work done (this will not apply in respect of volunteers);
Provide an employment reference to any future employer that may request one (where you name us as a referee).

Sharing your personal information

BEYOND CARE HEALTH SOLUTIONS Ltd will not share your information with others unless we have a lawful reason

for doing so.

In order to process your application, we may share relevant information about you, your application and about your past employment with the people whose names you have provided us with as referees.

Once you are employed by BEYOND CARE HEALTH SOLUTIONS Ltd (or become a volunteer), we may share information about you with the people that use our services and their families and representatives in so far as it is relevant to the provision of their service.

We may also share relevant information about you with the people or organisations that commission our services in order to allow us to fulfil our contractual obligations to them.

We will also share your information with certain data processors in order to process your application and then to fulfil our obligations as an employer and a provider of care services. For example, our application processing systems are hosted by a separate company. Our care management software systems, including systems for the electronic monitoring of care assignments, are also hosted by a separate company.

We may also use external training providers to equip you with the skills you need to do your job. We also use contractors for the archiving and disposal of confidential documents. These and any other data processors we use can only use your data for the purpose we have asked them to and will not share your data with anyone else. They must also keep your data safe and secure.

We may share with your future employers factual information about your work with us in the form of an employment reference where you name BEYOND CARE HEALTH SOLUTIONS Ltd as a referee.

BEYOND CARE HEALTH SOLUTIONS Ltd may also be required to share your personal information with law enforcement or other authorities if required by law. This includes information required by public bodies to evidence our compliance with applicable regulatory frameworks.

We may also share relevant information about you with organisations that are empowered by law to carry out functions on behalf of the government, such as maintaining workforce statistics (for example, in England, Skills for Care which maintains the Adult Social Care Workforce Dataset).

In instances where you undertake a formal qualification as part of your employment (e.g. an apprenticeship programme), BEYOND CARE HEALTH SOLUTIONS Ltd will provide relevant personal information to the educational establishment; note that such organisations are independently regulated and will provide you with their own information about how they will protect your privacy.

In the event of the possibility of your employment transferring to another employer by operation of the Transfer of Undertakings (Protection of Employment) Regulations (“TUPE”), BEYOND CARE HEALTH SOLUTIONS Ltd may share with your prospective new employer, in advance of any transfer, relevant information about you (such as your training records and rotas) in order to ensure compliance with our legal and contractual obligations and to ensure continuity of services.

BEYOND CARE HEALTH SOLUTIONS Ltd will not share your personal information with any other third party without first asking for your permission and will never sell your personal information to anyone.

Keeping your personal information secure

BEYOND CARE HEALTH SOLUTIONS Ltd has appropriate robust security measures in place to prevent personal information from being accidentally lost, used and accessed in an unauthorised way. We limit access to your personal information to those who have a genuine need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

In addition to the measures above, BEYOND CARE HEALTH SOLUTIONS Ltd also has procedures in place to deal with any suspected data security breach. Should we suspect a data security breach where we are legally or morally required to inform you and any applicable regulator, we will notify you in a timely manner.

How long your personal information will be kept

If your application is not successful, or you choose to withdraw it, we will retain a record of your name, national insurance number and information about the progress of your application (e.g. information pertaining to when you applied, when you were interviewed, whether you passed or failed the assessments, what evidence you provided of identity and your right to work in the UK, whether you attended training, and the reason that your application was unsuccessful and did not result in employment) for administrative and monitoring purposes only. Any copies of your personal documents that were taken from BEYOND CARE HEALTH SOLUTIONS Ltd during your application will be destroyed six months after your application fails or is withdrawn. During that period, we may contact you in connection with your data privacy rights and to let you know about future suitable employment or voluntary opportunities.

If your application is successful and you take up a role with BEYOND CARE HEALTH SOLUTIONS Ltd we will retain the personal information you have provided during the application process and any further information obtained from you for six years after the end of your employment (or period of volunteering). This will enable us to fulfil our regulatory obligations. During this time may also contact you in connection with your data privacy rights and to let you know about future suitable employment or volunteering opportunities.

After six years, we will destroy most of your information securely, retaining only very basic personal information to allow us to confirm that you held a position with BEYOND CARE HEALTH SOLUTIONS Ltd and the reason that your employment came to an end. In addition to this we will retain any information about you that forms part of records that we otherwise need to retain for statutory or other legitimate purposes.

Your rights

Under the UK GDPR, you have a number of important rights we would like to make you aware of. In summary, those include rights to:

Lawful and Fair processing of information;
Transparency over how we use your personal information;
Access to your personal information and to certain other supplementary information (which is provided in this privacy notice);
Request for us to correct any mistakes in the information we hold about you;
Request for us to erase (i.e. delete) personal information concerning you, in certain situations (although you should be aware that if you ask us to delete any of your personal information that we need to retain in order to comply with our legal or contractual obligations, we may no longer be able to provide you with a service);
Receive any personal information that you have provided to us in a format that would allow you to pass it on to a third party in certain situations;
Object at any time to processing of personal information concerning you for direct marketing (however as we have explained, BEYOND CARE HEALTH SOLUTIONS Ltd will not use your data for that purpose);
Object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you;
Object in certain other situations to our continued processing of your personal information;
Otherwise restrict our processing of your personal information in certain circumstances;
Claim compensation for damages caused by our breach of any data protection laws.

You will find further information on each of these rights on the Information Commissioner’s website (www.ico.org.uk).

How to contact us

Should you wish to exercise any of the above rights or have any other complaints or queries about this notice and the way in which BEYOND CARE HEALTH SOLUTIONS Ltd use your personal information, you can contact us as follows:

Email: info@beyondcarehealthsolutions.com

Telephone: 07413442862

By post: The Data Protection Officer
Beyond Care Health Solutions Ltd
16a Louis Street

West Yorkshire
LS7 4BJ

Note that we may ask you to provide proof of your identity before we can proceed to discuss your personal information with you.

Your right to complain

If you have a complaint about the way we process your personal information, at BEYOND CARE HEALTH SOLUTIONS Ltd we would ask you to contact us using the details in the previous section and in order for us to respond appropriately. We truly hope that we can resolve any concern you raise with BEYOND CARE HEALTH SOLUTIONS Ltd, however if you want to do so, you also have the right to complain to the Information Commissioner, who may be contacted at www.ico.org.uk/concerns/ or by telephone on 0303 123 1113.

Do you need extra help?

If you would like this notice provided in another format (e.g. audio, large print or braille), please feel free to request by contacting us (see ‘How to contact us’ above).