Privacy Notice for Job Applicants

The Warren Neurodiversity Service Equal Opportunities & Privacy Notice Job Applicants 2025.

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Last Updated 30th May 2025, To be reviewed: May 2026

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Introduction

At Warren Neurodiversity Service, we are committed to protecting the privacy and security of your personal information. This privacy notice explains how we collect, use, and store your data during the recruitment process. It also outlines your rights and our legal responsibilities under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This notice applies to all individuals applying for roles with us, whether as employees, contractors, or on a self-employed basis.

About Us

Warren Neurodiversity Service is a healthcare organisation providing specialist assessment, diagnosis, and treatment of neurodevelopmental conditions such as ADHD and Autism Spectrum Disorder. In the course of our work, we are required to process applicant data in a way that ensures safety, transparency, and compliance with all legal and ethical standards.

We are registered as a data controller with the Information Commissioner’s Office (ICO), which

means we are responsible for how your data is handled.

Contact Details

Warren Neurodiversity Service

Quattro House

Lyon Way

Frimley

Camberley

GU16 7ER

Telephone: 01276 916457

Email: admin@thewns.co.uk

Why We Collect Your Data

We collect personal data to manage the recruitment process fairly, efficiently, and in accordance

with relevant legislation and regulatory standards, including those of the Care Quality Commission (CQC). This data enables us to: -

Assess your suitability for a role - Conduct pre-employment screening checks - Maintain accurate records of the recruitment process - Comply with safeguarding, equality, and employment law obligations - Make informed decisions on hiring and workforce planning

We only collect data that is necessary for these purposes and ensure it is used appropriately.

Types of Data We Process

We may collect and process the following categories of information about you:

- Personal identifiers: name, date of birth, home address, phone number, and email

- Application details: CV, covering letter, work history, education, skills, gaps in employment

- Identification and legal eligibility: right to work in the UK, passport, driving licence

- Professional credentials: registration with professional bodies (e.g. GMC, HCPC), qualifications,

sanctions

- Remuneration expectations: current salary, benefits, notice period

- Equality and diversity data: gender, ethnicity, disability (used anonymously unless adjustments are required)

- Criminal records: Disclosure and Barring Service (DBS) data, where relevant for safeguarding

- Next of kin information (if provided pre-employment)

We may also request additional documents if you are offered a position.

How We Collect Data

Most of the information is collected directly from you through application forms, CVs, interviews, and references. Some may be obtained from third parties such as recruitment agencies, former

employers, or professional regulators.

Should you be offered employment, we will also collect additional data, such as emergency contact details, bank details, and tax information, in preparation for onboarding.

Legal Basis for Processing

Purpose | Lawful Basis

Verify your right to work in the UK | Legal obligation

Make reasonable adjustments for disability | Legal obligation

Conduct DBS and suitability checks (CQC requirement) | Legal obligation

Check professional registration status (e.g. GMC, HCPC) | Legal obligation

Make hiring decisions | Legitimate interest

Set salary and contract terms | Legitimate interest

Assess training needs or role suitability | Legitimate interest

Defend against legal claims | Legitimate interest

For any optional data (e.g. equality monitoring), we will rely on your explicit consent, which you may withdraw at any time.

Special Categories of Data

We may collect and process “special category” data to support equality monitoring or to fulfil our legal obligations. These include:

- Health and disability (for adjustments) - Race and ethnicity (for equality reporting)

- Religion, sex life, and sexual orientation (for monitoring, only with consent)

We only use this data where necessary and in compliance with Article 9 of the UK GDPR.

Criminal Record Data

Roles that involve working with vulnerable individuals require enhanced background checks. Where applicable, we will request your consent to process criminal conviction data in accordance with the CQC’s safeguarding requirements. This will not be used to unfairly disadvantage applicants and will be considered in context.

Who Has Access to Your Data

Access to your personal information is restricted to:

- Members of our HR and recruitment team

Hiring managers

- Relevant members of our clinical and compliance teams (for credential verification)

We may also share your data with external third parties for:

- Occupational health assessments (with your consent)

- Right to work and identity checks

- Professional registration verifications

- Referee contact

- Background and DBS checks

We have contracts and data sharing agreements in place with all third parties to ensure compliance with GDPR.

We do not transfer your data outside the UK or EEA unless adequate protections are in place.

How We Protect Your Data

We take data protection seriously. Your personal information is stored securely on password

protected systems, with access restricted to authorised personnel only. We implement physical,

technical, and organisational safeguards to protect your data from accidental loss, misuse, or

unauthorised access.

Retention Periods

If your application is unsuccessful, we will retain your information for:

- 6 months from the end of the recruitment exercise unless you give us consent to keep it for longer

- 12 months if you have given explicit consent for future opportunities

If your application is successful, your data will become part of your employee record and retained under our Employee Privacy Notice.

Your Rights

You have the following rights under UK GDPR:

- To be informed about the use of your data - To access the data we hold on you (Subject Access Request)

- To rectify inaccuracies in your data

- To erase your data in certain cases (“right to be forgotten”) - To restrict or object to processing - To data portability, where applicable - To withdraw consent at any time, where processing is based on consent

- To lodge a complaint with the ICO

To exercise your rights, please contact us at admin@thewns.co.uk

Complaints and Oversight

If you are dissatisfied with our handling of your personal data, you may raise a complaint with:

Information Commissioner's Office (ICO)

Wycliffe House, Water Lane

Wilmslow, Cheshire, SK9 5AF

Tel: 0303 123 1113

Website: www.ico.org.uk

Data Protection Officer

For any queries or concerns related to data protection, you can contact our Data Protection Officer at: admin@thewns.co.uk