Saint James Hospital Group collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.

What information do we process?

We may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, or collected through interviews or other forms of assessment.

  • Your name, address and contact details, including email address and telephone number;
  • Details of your qualifications, skills, experience and employment history;
  • Information about your current level of remuneration, including benefit entitlements;
  • Information about your entitlement to work in the countries of the job posting;
  • Equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.

We may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, or collected through interviews or other forms of assessment.

We may also collect personal data about you from third-parties, such as references supplied by former employers. We will seek information from third-parties right before a job offer is made or right after; in either case we will inform you that we are doing so.

Data will be stored in a range of different places, including on your application record, printed for use during the interview, in HR management systems and on other IT systems (including email).

Why does Saint James Hospital Group process personal data?

 Saint James Hospital Group collects and processes data for a number of purposes and where we have a legal basis to do so, as follows. We have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.

In some cases, we need to process data to ensure that we are complying with our legal obligations. Where we process other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes. Our processing of these types of data will be carried out to ensure you or us can meet our obligations or exercise our rights under law related to employment or (only where applicable) to enable us to establish, exercise or defend legal claims.

We will not use your data for any purpose other than the recruitment process of which you are a part.

We also process data to prepare contracts, or work permit applications prior to entering a job contract once the work permit is processed. Where work permits are required, the Group’ HR department will also process any documents required to proceed with the work permit process, including any medical tests required by the relevant government entity for a complete application to be presented.

If your application is unsuccessful, we may keep your personal data for up to six months in case there are future employment opportunities for which you may be suited. Cvs of unsuccessful interviewees that are printed and unsuccessful applications and cvs received online, are deleted from the system between three to six months after they have been received.

Who has access to the data provided by applicants?

Data is processed and kept solely by the Human Resources Department and may be shared internally only for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process and managers in the relevant department where the open vacancy is located.

We will not share your data with third-parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you and necessary employment background checks.

How do we keep data protected? 

While we encourage applicants not to include unnecessary information in their application that is not relevant for the selection process, such as religion or political affiliation, whatever data is provided will be kept safe within the Human Resources Department. We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

How long do we keep data?

If your application for employment is unsuccessful, we will keep your application and cv on record for three (3) months. If you undergo an interview the outcome of which is not successful, your cv and application details will be put aside for deletion; a process that will take six months at most.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your Human Resources file (electronic and paper based) and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

You are under no legal or contractual obligation to provide data during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.

Your rights

As a data subject, you have a number of rights under data protection law. You can:

  • access and obtain a copy of your data on request;
  • require Saint James Hospital to change incorrect or incomplete data;
  • require Saint James Hospital to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
  • object to the processing of your data where Saint James Hospital is relying on its legitimate interests as the legal ground for processing; or
  • ask us to transfer your data to another organisation.

If you would like to exercise any of these rights or if you have any questions about this notice or our processing of your data more generally, please contact [email protected].