OMS LTD UK CANDIDATE PRIVACY NOTICE
What is the purpose of this document?
Oxford Medical Simulation Limited (“OMS”) is a "controller" in relation to personal data. This means that we
are responsible for deciding how we hold and use personal information about you. You are being provided
with a copy of this privacy notice because you are applying for work with us (whether as an employee, worker
or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes
of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information
that must be provided under the UK General Data Protection Regulation (UK GDPR).
Data protection principles
We will comply with data protection law and principles, which means that your data will be:
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Used lawfully, fairly and in a transparent way.
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Collected only for valid purposes that we have clearly explained to you and not used in any way that is
incompatible with those purposes.
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Relevant to the purposes we have told you about and limited only to those purposes.
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Accurate and kept up to date.
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Kept only as long as necessary for the purposes we have told you about.
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Kept securely.
The kind of information we hold about you
In connection with your application for work with us, we will collect, store, and use the following categories of
personal information about you:
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The information you have provided to us in your curriculum vitae and covering letter.
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The information you have provided on any relevant application form, including your name, title,
address, telephone number, personal email address, date of birth, gender, employment history,
qualifications.
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Any information you provide to us during an interview.
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The inputs into, and results of, any tests or exercises you undertake during the application process.
We may also collect, store and use the following types of more sensitive personal information:
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Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
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Information about your health, including any medical condition, health and sickness records.
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Information about criminal convictions and offences.
How is your personal information collected?
We collect personal information about candidates from the following sources:
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You, the candidate (including via our application management platform, Team Tailor).
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Zinc Work Ltd, our background check provider.
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Disclosure and Barring Service, in respect of criminal convictions.
Your named referees.
How we will use information about you
We will use the personal information we collect about you to:
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Assess your skills, qualifications, and suitability for the role.
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Carry out background and reference checks, where applicable.
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Communicate with you about the recruitment process.
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Keep records related to our hiring processes.
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Comply with legal or regulatory requirements.
It is in our legitimate interests to decide whether to appoint you to the relevant role, since it would be beneficial
to our business to appoint someone to that role.
We also need to process your personal information to decide whether to enter into a contract of employment
or services with you.
Having considered all the information provided as part of your application, we will then process that
information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will
decide whether your application is strong enough to invite you for an interview. If we decide to call you for an
interview, we will use the information you provide to us at the interview to decide whether to offer you the role.
If we decide to offer you the role, we will then take up references, and carry out a criminal record and a
right-to-work check, before confirming your appointment.
If you join OMS, we will provide you with a further notice, setting out how we will process your personal data
as an OMS employee.
If you fail to provide personal information
If you fail to provide information when requested, which is necessary for us to consider your application (such
as evidence of qualifications or work history), we will not be able to process your application successfully. For
example, if we require a credit check or references for this role and you fail to provide us with relevant details,
we will not be able to take your application further.
How we use particularly sensitive personal information
We will use your particularly sensitive personal information in the following ways:
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We will use information about your disability status to consider whether we need to provide
appropriate adjustments during the recruitment process, for example whether adjustments need to be
made during a test or interview.
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We will use information about your race or national or ethnic origin, religious, philosophical or moral
beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring
and reporting.
Information about criminal convictions
We may collect information about your criminal convictions history, if we would like to offer you the role
(conditional on checks and any other conditions, such as references, being satisfactory). We carry out a
criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history
which makes you unsuitable for the role. In particular:
OMS operates to security standards (such as ISO27001) which require us to undertake a basic disclosure
of your criminal records history.
We have in place an appropriate policy document and safeguards which we are required by law to maintain
when processing such data.
Automated decision-making
You will not be subject to decisions that will have a significant impact on you based solely on automated
decision-making.
Data sharing
Why might you share my personal information with third parties?
We will only share your personal information with the following third parties for the purposes of processing
your application: Zinc Work Ltd (to provide background checks), Team Tailor AB (who we use to manage our
recruitment processes), and the UK Disclosure and Barring Service (to provide DBS checks). All our
third-party service providers and other entities in the group are required to take appropriate security measures
to protect your personal information in line with our policies. We do not allow our third-party service providers
to use your personal data for their own purposes. We only permit them to process your personal data for
specified purposes and in accordance with our instructions.
Data security
We have put in place appropriate security measures to prevent your personal information from being
accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to
your personal information to those employees, agents, contractors and other third parties who have a
business need-to-know. They will only process your personal information on our instructions and they are
subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any
applicable regulator of a suspected breach where we are legally required to do so.
Data retention
How long will you use my information for?
We will retain your personal information for a period of up to 12 months after we have communicated to you
our decision about whether to appoint you to the role. We retain your personal information for that period so
that we can show, in the event of a legal claim, that we have not discriminated against candidates on
prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way.
Additionally, if you have consented to our retaining your details for the purpose of notifying you about future
job openings, we will retain your information for up to 6 months for this purpose (unless you notify us of your
withdrawal of your consent to this purpose - see below).
After this period, we will securely destroy your personal information in accordance with our data retention
policy.
Rights of access, correction, erasure, and restriction
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
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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.
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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).
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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.
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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.
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Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing
of your personal data, or request that we transfer a copy of your personal information to another party, please
contact infosec@oxfordmedicalsimulation.com.
Right to withdraw consent
When you applied for this role, if you provided consent for us to process your personal information for the
purposes of notifying you of future job openings, you have the right to withdraw your consent for processing
for that purpose at any time. To withdraw your consent, please contact infosec@oxfordmedicalsimulation.com.
Once we have received notification that you have withdrawn your consent, we will no longer process your
data for this purpose, and will not send you any information related to future job openings.
Data protection officer
We have appointed a data protection officer (DPO) 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 DPO
at infosec@oxfordmedicalsimulation.com. You have the right to make a complaint at any time to the
Information Commissioner's Office (ICO) who is responsible for data protection issues in the UK.
Version Date: June 2024
Version: 1.1
