Data Privacy Notice

Candidate Application and Recruitment

What Is the Purpose of this Document?

BPAS is committed to protecting the privacy and security of your personal information. This privacy notice describes how we collect and use personal information about you during candidate application and recruitment activities, in accordance with the General Data Protection Regulation (GDPR).

It applies to all employees, workers and contractors.

BPAS is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
We will comply with data protection law. This says that the personal information we hold about you must be:

  1. Used lawfully, fairly and in a transparent way
  2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
  3. Relevant to the purposes we have told you about and limited only to those purposes
  4. Accurate and kept up to date
  5. kept only as long as necessary for the purposes we have told you about
  6. Kept securely

We process personal information for a range of purposes relating to general recruitment activities as well as the recruitment process and this may include your application, assessment, pre-employment screening, and your eligibility to work for us.

Why do we use your personal information?

We only process your personal information where we are lawfully permitted for one or more of the purposes set out below.

  • At the initial application stage: activities carried out in the course of receiving and assessing candidate applications, including reviewing general applications or applications for specific jobs. This may involve the processing of your CV, name, address, employment history, academic and professional qualifications, age, diversity data including gender, ethnicity, disability, sexual orientation, nationality. This will be done via NHS jobs or other recruitment platforms such as linked in.
  • During the assessment stage: Activities carried out in the course of assessing candidate suitability for roles at Bpas, which may involve the processing of your CV, psychometric tests (such as a situational judgement test, ability or personality test), interview (face to face, telephone or video), behavioural assessments (such as a role play, group exercise or presentation

How do we collect your personal information?


We collect personal information about employees, workers and contactors through the application and recruitment process, either directly from candidates or sometimes from an employment agency or background check provider. We may sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies. We will collect additional personal information in the course of job-related activities throughout the period of you working for us.

We need all the categories of information in the list below primarily to allow us to perform our contract with you and to enable us to comply with legal obligations. The below information will be used during the recruitment process:

  • Personal details such as name, address, email address and date and place of birth
  • Work history/job data; previous employers, positions, dates, salary etc
  • Education and work history including professional qualifications and skills
  • Employer feedback / references
  • Nationality / visa / right to work permit information; (e.g. passport, driving licence, National Insurance numbers)
  • Assessment results e.g. psychometric assessment results, results from telephone assessment

Your Sensitive Personal Information

During the recruitment and selection process we may collect certain elements of personal information about you (e.g. information relating to equal opportunities including your racial or ethnic origin, religious beliefs, sexual orientation and to assess your fitness to work), where this has been provided or made visibly available by you.

We may also process other categories of information about you (e.g. information about a physical or mental health or condition) in order to make reasonable adjustments to enable candidates to apply for jobs with us, to be able to take telephone interviews, to attend interviews/assessment centres, to undertake tests/tasks at interview, to prepare for starting at BPAS (if successful) and to ensure that we comply with regulatory obligations placed on us with regard to our recruiting.

We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations and provided we do so in line with our data protection policy. Less commonly, we may use information relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public. We envisage that we will hold information about criminal convictions.

The recruitment and selection process will involve:

  • Assessing and progressing your application or CV
  • Assessing your suitability (skills, experience, behaviours for the role)
  • Activities needed to complete the on-boarding and screening process should your application be successful

To allow these processes your personal information may be shared internally, but the information shared is limited to what each individual needs to perform as part of their role in the recruitment and selection process.

BPAS may also need to share your information with certain external third party providers including:

  • Companies who provide recruitment and candidate interview and assessment services to BPAS e.g. recruitment agencies
  • Suppliers who undertake background checks on behalf of BPAS (criminal checking bureaus, Occupational Health Providers etc.)
  • Academic establishments (Universities, colleges, etc.) in authenticating information you’ve provided
  • Companies and/or Individuals that you’ve previously worked for who may provide references

Your Rights

Access, alteration and deletion

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your recruitment and selection process with us.
Under certain circumstances, by law you have the right to:

  • Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it
  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below)
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it
  • Request the transfer of your personal information to another party.

If access, alteration or deletion is denied, the reason for doing this will be communicated to you. In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please email hradmin@bpas.org. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

Changes to this Privacy Notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

Pre-Employment checks

As part of the Recruitment and Selection process, BPAS carries out a number of pre-employment checks, where permitted by law. These checks are only performed on candidates who have been recruited to a role. Your consent will be requested before pre-employment checks are carried out. Pre-employment checks can include Criminal Record checks, reference checks and Occupational Health screening.

Criminal records checks

We will only collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so. Where appropriate, we will collect information about criminal convictions as part of the recruitment process. We will use information about criminal convictions and offences to inform our recruitment decision regarding offers of employment for prospective employees.

Data Protection Officer

We have appointed an Associate Director of Information Services to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the Associate Director of Information Services. You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.