Recruitment Privacy Policy

Introduction

PKB is committed to protecting the privacy and security of your personal data during the recruitment process. This policy explains how we collect, use, and store your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

What Data We Collect

During the recruitment process, we may collect, store, and process the following types of personal data:

• Your name and contact details 

• CV, cover letter, and application forms

• Employment history, qualifications, and references

• Right-to-work documentation

• Background check information (where applicable)

• Notes from interviews and assessments

How We Collect Your Data

We collect personal data directly from you when you:

• Submit a job application via our website, email, or third-party job boards

• Communicate with us about a job opportunity

• Attend an interview or assessment

• Provide reference details or background check information

We may also collect data from third parties, including recruitment agencies, referees, and background check providers.

Purpose of Processing Your Data

We process your personal data for the following reasons:

• Assessing your suitability for the role applied for

• Communicating with you during the recruitment process

• Conducting right-to-work and background checks

• Keeping records of the recruitment process

• Ensuring compliance with legal obligations and company policies

Legal Basis for Processing

Our legal bases for processing your data include:

• Legitimate interest in recruiting and hiring suitable candidates

• Compliance with legal obligations (e.g., right-to-work checks)

• Your consent, where applicable (e.g., keeping your CV on file for future roles)

Data Retention

We will retain your data for five years after the recruitment process to consider you for future opportunities, unless you request its deletion.

When you apply for a role at PKB, you will receive an automated email from Workable (our applicant tracking system) with the option to withdraw your application at the bottom. Selecting this option will delete your data. Additional opportunities to withdraw your application are available in subsequent emails from Workable.

You can request the deletion of your data at any time, subject to legal or regulatory requirements by emailing HR@patientsknowbest.com

If your application is successful, your data will be transferred to your employee HR file.

Data Sharing and Processors

We may share your personal data with internal recruitment teams, including hiring managers and HR, to support the recruitment and selection process.

Additionally, we work with third party service providers, such as Certn (our background check provider) as well as third party processors like http://Workable.com (our applicant tracking system). These providers process personal data on our behalf in compliance with applicable data protection laws.

Background checks are only requested once a conditional offer of employment has been made and accepted. At this stage, we will provide Certn with your email address and phone number, and Certn will then contact you directly to initiate the process.​

This is a basic check, which includes:​

• Identity Verification: Confirming your identity through digital ID verification, which involves submitting a selfie and photos of acceptable identity documents.

• Criminal Record Check: A Basic Disclosure check that reports any unspent convictions, in accordance with the Rehabilitation of Offenders Act 1974. 

These checks are conducted to ensure compliance with our internal policies and regulatory requirements.

Security

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, alteration, or destruction. Access to your data is restricted to individuals who need it for the purposes outlined in this notice. We regularly review our security practices to ensure the ongoing protection of your data.

Your Rights

You have rights regarding your data, including:

• Access to your data

• Rectification of incorrect data

• Erasure of your data (subject to legal obligations)

• Objection to processing in certain circumstances

Contact Us

If you have any questions about this Privacy Notice, please contact:
help@patientsknowbest.com