Mandatory Employment Info

Important Information for Applicants (Page)
This page gives you information about:
  • Our Privacy Notice about the recruitment of employees or workers
  • Our policy statement for the recruitment of ex-offenders


St John’s Hospice is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. You are being sent a copy of this privacy notice because you are applying for work with us (whether as an employee or worker).  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 General Data Protection Regulation ((EU) 2016/679) (GDPR).
We will comply with data protection law and principles, which means that your data will be:
  • Used lawfully, fairly and in a transparent way.
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  • Relevant to the purposes we have told you about and limited only to those purposes.
  • Accurate and kept up to date.
  • Kept only as long as necessary for the purposes we have told you about.
  • Kept securely.
In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
  • The information you have provided on our application form, including name, title, address, telephone number, personal email address, gender, employment history, qualifications.
  • The supporting information you may have provided to us in your curriculum vitae and covering letter or email.
  • Any information you provide to us during an interview.
  • Any other information you provide to us as part of the application process, for example presentations or practical test results.
  • We may also collect, store and use the following “special categories” of more sensitive personal information:
  • Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
  • Information about your health, including any medical condition, health and sickness records.
  • Information about criminal convictions and offences.
We collect personal information about candidates from the following sources:
  • You, the candidate.
  • Disclosure and Barring Service in respect of criminal convictions (if the position is eligible for a DBS check).
  • Your named referees, from whom we collect the following categories of data: Attendance, Disciplinary, Suitability.
We will use the personal information we collect about you to:
  • Assess your skills, qualifications, and suitability for the position you have applied for.
  • Carry out background and reference checks, where applicable.
  • Communicate with you about the recruitment process.
  • Keep records related to our hiring processes.
  • Comply with legal or regulatory requirements.
It is in our legitimate interests to process the information you have provided to enable us to decide whether to offer you employment in the position you have applied for.
We also need to process your personal information to decide whether to enter into a contract of employment with you.
Having received your application form (and supporting CV if provided) 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 position.  If we decide to offer you the position, we will then take up references, carry out a criminal record check, establish that you have the right to work in the UK, and require you to be assessed by our occupational health provider as fit to work.  You will also be required to provide original documentation to prove you hold the qualification(s), if any, that are required for the postion, including Full UK Driving Licence, where relevant.  If you are offered a position which requires you to be registered with a governing body, i.e. GMC or NMC we will check your registration online.  We will carry out all these checks before confirming your appointment.
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 criminal record 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.
We will use your particularly sensitive personal information in the following ways:
  • 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.
  • 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.
We envisage that we will process information about criminal convictions.
We will collect information about your criminal convictions history if we would like to offer you employment (conditional on checks and any other conditions, such as references, being satisfactory) in a role which may bring you into contact with vulnerable adults or young people.  We are entitled to 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:
  • We are legally required by Care Quality Commission to carry out criminal record checks for those carrying out regulated activities as defined by the Safeguarding Vulnerable Groups Act 2006 as amended by the Protection of Freedoms Act 2012.
  •  If the role for which you are applying is one which is listed on the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (SI 1975/1023) and is also specified in the Police Act 1997 (Criminal Records) Regulations (SI 2002/233)] so is eligible for a standard or enhanced check from the Disclosure and Barring Service.
We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
We do not use recruitment software which makes autonomous shortlisting decisions.
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: Sage Occupational Health; Disclosure & Barring Service.   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.
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.  Details of these measures may be obtained from the Head of Human Resources.
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.
How long will you use my information for?
We will retain your personal information for a period of 6 months after we have communicated to you our decision about whether to appoint you to the position you have applied for.  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. After this period, we will securely destroy your personal information in accordance with our data retention policy.
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
  • 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.
  • 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).
  • 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.
  • 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.
  • 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 the Head of Human Resources in writing.
You have the right to withdraw your consent for us to process your information at any time during the recruitment process. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.  To withdraw your consent, please contact the Head of Human Resources.
If you have any questions about this privacy notice or how we handle your personal information, please contact the Chief Executive.  You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.


  1. As an organisation using the Disclosure and Barring Service (DBS) checking service to assess applicants’ suitability for positions of trust, St John’s Hospice complies fully with the Code of Practice and undertakes to treat all applicants for positions fairly. It undertakes not to discriminate unfairly against any subject of a DBS check on the basis of a conviction or other information revealed.
  2. St. John’s Hospice is committed to the fair treatment of its staff (paid or unpaid), potential staff or users of its services, regardless of race, gender, religion, sexual orientation, responsibilities for dependants, age, physical/mental disability or offending background.
  3. We actively promote equality of opportunity for all with the right mix of talent, skills and potential and welcome applications from a wide range of candidates, including those with criminal records. We select all candidates for interview based on their skills, qualifications and experience.
  4. Unless the nature of the position allows St John’s Hospice to ask questions about your entire criminal record, we only ask about ‘unspent’ convictions as defined in the Rehabilitation of Offenders Act 1974.
  5. A DBS check is only requested where a risk assessment has indicated that one is both proportionate and relevant to the position concerned.
  6. All positions (paid or unpaid) within St John’s Hospice or St John’s Hospice Charity Shops Ltd with direct patient contact; access to patients in the course of their normal duties or responsible for supervising those under the age of 18 or/and with disabilities will require applicants to declare all convictions both spent and unspent as defined in the Rehabilitation of Offenders Act 1974 and a DBS check will be required.
  7. For those positions where a DBS check is required, all application forms, job adverts and recruitment documentation will contain a statement that a DBS check will be requested in the event of the individual being offered the position.
  8. Where a DBS check is to form part of the recruitment process, we encourage all applicants called for interview to provide details of their criminal record at an early stage in the application process. We request that this information is included in the relevant section of St John’s Hospice Application Form, which is only seen by those who need to see it as part of the recruitment process.
  9. We ensure that all those in St John’s Hospice who are involved in the recruitment process have been suitably trained to identify and assess the relevance and circumstances of offences. We also ensure that they have received appropriate guidance and training in the relevant legislation relating to the employment of ex-offenders, e.g. Rehabilitation of Offenders Act 1974.
  10. At interview, or in a separate discussion, we ensure that an open and measured discussion takes place on the subject of any offences or other matter that might be relevant to the position. Failure to reveal information that is directly relevant to the position sought could lead to withdrawal of an offer of employment.
  11. We make every subject of a DBS check aware of the existence of the Code of Practice and make a copy available on request.
  12. We undertake to discuss any matter revealed in a DBS check with the person seeking the position before withdrawing a conditional offer of employment.