Your data is being collected by NICE - The National Institute for Health and Care Excellence, whose privacy notice can be found here.
The data controller for this information is National Institute of Health and Care Excellence. This application tracking system is provided by Civica UK Ltd (https://www.civica.com/en-gb/product-pages/trac/) as a data processor.
To make an enquiry, a request for your personal information held as part of this process, or to arrange for any mistakes to be corrected, you may contact either the team who are handling your application or the Data Protection Officer ([email protected]).
NHS Jobs
If you submit an application to NICE using NHS Jobs, the information you supply will be transferred during the campaign to our applicant tracking system.
How the data you supply on NHS jobs is processed.
Shortlisting
Once you have submitted an application, your data is shared as follows.
The HR recruitment team at NICE will access the data you submitted as part of your application on NHS Jobs or via our applicant tracking system. This includes equality monitoring data. The HR recruitment team is not involved in candidate selection.
The recruitment panel (those who shortlist applicants) will have access to your application apart from your name, contact details, and equality monitoring information. If you are asked to submit a CV and it includes your name, contact details and equality monitoring information, this will not be removed or anonymised and will be visible to the recruitment panel. The recruitment panel is usually made up of 3 staff members.
If you are successful at shortlisting and invited to interview, the recruitment panel will have access to your name and contact details regardless of application method. At no point does the recruitment panel see the equality monitoring information unless you include this on your CV.
Assessments
We might ask you to participate in assessment days, complete tests and/or attend an interview - or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information will be collected in hard copy and then scanned and uploaded to our applicant tracking system.
In the case of recruitment to some senior posts, you may be asked to participate in a psychometric test. We sometimes use a third party to carry out these questionnaires. The profiles generated are shared with NICE’s senior HR business partners. These are distilled into a short summary before being shared with the recruitment panel.
If you are unsuccessful following assessment for the position you have applied for, your data will be retained on our applicant tracking system for 6 months after the post you have applied for has been filled.
You can opt in or out of our talent pool, where we will use your details to identify and select you for future vacancies. If you are selected, you will be encouraged to apply for the vacancy that you have been matched to. You can choose not to be considered for that vacancy and you will have the opportunity to opt out of the talent pool at any time. On this basis we may use your details to identify and select you for future vacancies.
If you are successful, your assessment data is uploaded to our applicant tracking system. This data will be added to your recruitment file on the system and retained on your personal employee file.
Talent pool
By submitting an application to NICE, you will automatically be added to our talent pool. This allows us to access your profile and consider you for future job opportunities across our organisation.
By being a part of our talent pool, you can be matched to suitable roles, receive alerts and notifications from us and have a registered account within our recruitment system. You can delete your account at any time by logging into your candidate portal, visiting Settings / Profile and choosing to delete your profile. You can also control how we communicate with you from your Settings.
Offer of employment
If we make a conditional offer of employment, we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer.
We are required to confirm the identity of our staff and their right to work in the United Kingdom. We also need to check that you hold the relevant qualifications required and our Code of Conduct requires all staff to declare if they have any potential conflicts of interest, or if they are active within a political party.
You will be required to provide:
- proof of your identity and right to work in the UK - you will be asked to attend our office with original documents, and we will take copies of these.
- proof of any essential qualifications - you will be asked to attend our office with original documents, and we will take copies of these
- a declaration of interests.
We will contact your referees, using the details you provide in your application, directly to obtain references.
We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work - see the occupational health section for more information.
If we make a final offer, we will also ask you for the following:
- bank details - to process salary payments
- emergency contact details - so we know who to contact in case you have an emergency at work
- membership of an NHS Pension scheme - so we can send you a questionnaire to determine whether you are eligible to re-join your previous scheme.
If you accept a final offer from us, some of your personnel records will be held on the Electronic Staff Record (ESR). This is an HR and finance records system. The rest of your data will be held on NICE’s network drive with restricted access.
Occupational health
We are joint data controllers with a third party supplier, People Asset Management, to supply our occupational health service. They also supply our employee assistance service.
How People Asset Management processes data.
Agency workers
For temporary vacancies, we use relevant recruitment agencies approved by Crown Commercial Services.
As the employment relationship is with the agency, we only hold limited data about agency workers. This may include CVs sent by your agency and notes made about you if you attended an interview with us.
Data relating to HR and payroll is held by the agency. For more information about how individual recruitment agencies process your data, please visit their websites or contact them directly.
Apprentices
We recruit our apprentices through third party suppliers. These third parties longlist candidates for us and may also conduct initial telephone interviews. If you are successful at this stage, your CV will be sent to the recruitment panel and HR apprentice lead at NICE for shortlisting.
If you are unsuccessful at interview, NICE will delete your data 6 months after the post has been filled.
If you are successful at interview please see the offer of employment section for information about how your data will be processed.
If you would like more information about how your particular apprentice provider handles your data, please visit their websites or contact them directly.
Committee members
If you are applying to join a committee, you will be recruited either directly by NICE or by one of our collaborating centres.
At application stage, depending on the role you are applying for, we may ask you to provide the following information:
- cover letter explaining how you meet the criteria in the person specification and your motivation for applying for the role (maximum 2 pages)
- brief CV, including details of any relevant academic or other research work
- an application form
- completed declarations of interests form
- completed equalities monitoring form
- names and contact details for 2 referees.
We ask for this information so we can assess your suitability for the role and monitor the diversity of candidates to ensure we comply with the Equality Act 2010.
We ask you to fill out a declaration of interests form because we are required to identify and manage any potential conflicts of interest.
If you are successful in your application, the interest you declare may be published. We do this because it supports a culture in which we are open and transparent about the interests of those who are members of, or work with, our advisory committees, so that the effect of interests is known, understood and managed. This is essential if health and care professionals, and the public, are to maintain confidence in our work.
You may also be asked to fill in a confidentiality form. This data will be used to record your agreement to the terms set out in each document.
We will also share your email address with the committee chair. This is to help ensure you receive appropriate support and induction in your role.
The legal basis we rely for processing your data is:
Article 6(1)(b) ‘processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract’.
Article 6(1)(c) ‘processing is necessary for compliance with a legal obligation to which the controller is subject’.
Article 6(1)(e) - ‘…exercise of official authority…’
Article 9(2)(b) ‘…processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law…’.
Article 9(2)(h) ‘…processing is necessary for the purposes of preventive or occupational medicine…assessment of the working capacity of the employee…the provision of health or social care…’