Privacy Policy
Applicant Privacy Policy
This Privacy Policy describes how Senior Homecare Group (SHCG) and the specific
company within the Group to which you are applying ("we," "us," or "our") collect, uses,
shares, and protects the personal information of job applicants ("you") who apply for a
position through the SHCG Careers website, including the dedicated pages for each branch,
and our Applicant Tracking System (ATS), which is provided by our third-party data
processor, Tribepad.
The specific organisation you have applied to (a company within Senior Home Care Group
(SHCG)) is the legal Data Controller for your application data. A central recruitment function
supports processing on their behalf.
We are committed to processing your personal data responsibly and in compliance with all
applicable Data Protection Laws, including the UK GDPR and EU GDPR.
1. The Personal Data We Collect
We collect and process various categories of personal data, which you provide through your
application form or related documents and is stored on file, as detailed in our Safer
Recruitment Checklist.
| Category | Data Points Collected and Stored |
Purpose (See Section 2) |
| Identification & Contact Data |
Name, Date of Birth, Email address, Postal address, Telephone number(s), and National Insurance Number. |
Candidate identity verification. |
| Right to Work & ID Verification |
Verification status (in-person or certified Digital ID Validation), type of documents seen (e.g., Passport, Driving Licence, Council Tax Statement), and verification date. |
Legal compliance for Right to Work (RTW) and DBS checks. |
| Employment & Qualifications |
Full employment history, including education providers and exploration of any gaps exceeding 30 days. Qualifications, mandatory training certificates (e.g., NVQ Level 2 Health and Social Care). |
Suitability assessment and compliance with CQC regulations. |
| References | Details of referees (name, job title, contact), and relative information obtained from referees to verify employment history and suitability. |
Verification of employment history and suitability. |
| Sensitive Personal Data (Special Category Data) |
DBS Information: Full content of Enhanced DBS viewed (or Manage Consent code used), subscription to the update service, completion of a full review of any disclosures, and completed risk assessment. Medical Data: Completion of a medical questionnaire and assessment of reasonable adjustments. Other: Where applicable and voluntarily provided, this includes gender, sexuality, religion, ethnicity, disability, and criminal convictions/cautions/reprim ands. |
Compliance with safeguarding and CQC requirements. |
| Administrative & Application Data |
Date registered, account login credentials (managed securely by our systems provider), approximated geographical location, interview notes, suitability assessments, and consent choices (e.g., data sharing preferences). |
System access, processing the application, and internal audit. |
The personal data collected relates to Candidates, Referees, and Next of kin (if nominated
by Candidates).
2. Legal Basis and Purpose of Processing
We process your personal data primarily for the purpose of administering the recruitment
process and associated services and to provide the ATS services, which includes:
Last updated: April 2026
● Processing Applications: To process your application for current or future roles,
communicate with you, and verify your suitability for a regulated care role, in line with
CQC Schedule 3/Regulation 19 requirements.
● Legal Compliance: To comply with our legal obligations, such as verifying your
identity and Right to Work status (sometimes digitally via Trust ID) and conducting
Enhanced DBS checks.
● Group Recruitment and Data Sharing: To enable your application and profile to be
considered for similar roles across other Senior Homecare Group brands. This
centralised recruitment approach ensures we can efficiently manage capacity,
prevent client waiting lists, and support resource allocation, including potential
emergency cover, across the group.
The legal bases for processing your data generally include:
● Contract: Where the processing is necessary to take steps at your request before
potentially entering into an employment contract.
● Legitimate Interests: For the legitimate business interest of organising and
managing the regulated recruitment process, provided your rights are not overridden.
● Consent: Your explicit written consent is required for the processing of any Special
Category Data and for sharing your details with other companies within the group for
similar roles. You may withdraw this consent at any time (see Section 5). We process
special category data where necessary for employment, safeguarding, and regulatory
compliance purposes in accordance with Schedule 1 of the Data Protection Act 2018.
3. Data Sharing and Transfer
We share your personal data with internal staff on a need-to-know basis (e.g., Human
Resources, branch managers, and the hiring manager) and with external third parties under
specific circumstances.
● Data Processor: Our ATS is provided by Tribepad (the Data Processor), who
processes your personal data only on our documented instructions and for the
Permitted Purpose of providing the System and Services.
● Intra-Group Sharing: Where you have provided consent on your application form,
your data may be shared with other Senior Homecare Group brands for the purpose
of offering you opportunities or for central resource planning.
● Sub-processors: Tribepad uses selected sub-processors to deliver the services.
These include providers for cloud hosting (AWS), digital identity services (Trust ID),
email relay, web traffic management, SMS relay, video screening, and digital identity
services.
● International Transfers: The Supplier's hosting facility is within the UK, but personal
data may be transferred outside of the UK or EEA. Where this occurs, appropriate
safeguards such as Standard Contractual Clauses are in place. Any such transfer
will comply with the Standard Contractual Clauses (SCC) for International Transfer
EU 2016/679 as updated June 2021.
4. Data Security and Retention
Last updated: April 2026
Security:
We maintain physical, technical, and administrative controls and procedures designed to
safeguard your personal data against unauthorised, accidental, or unlawful access, loss,
alteration, or misuse. We limit access to personal information to employees based on their
roles and duties.
Retention Period:
Your personal data will be stored for the duration of the Agreement, or until it is no longer
necessary for the Permitted Purpose or compliance with Applicable Laws. As a specific
retention rule: any candidate data, including CVs and other documents, older than two
(2) years will be automatically deleted from the platform. Candidates who are in an
'Accepted' or 'Hired' status are excluded from this automatic deletion process, as their data
will be transferred to their personnel file. Unsuccessful candidates data will be retained for
up to 2 years unless consent is withdrawn earlier.
5. Your Rights as a Data Subject
Under applicable Data Protection Laws, you have certain rights concerning your personal
data:
● Right to Access: You can request access to your personal data.
● Right to Correction/Rectification: You can request correction of inaccurate data.
● Right to Erasure (Right to be Forgotten): You can ask us to delete your personal
data where there is no good reason for its retention.
● Right to Withdraw Consent: You have the right to withdraw your consent at any
time where we are relying on consent to process your data, including the consent to
share your details across the group.
● Right to Data Portability: You can request to obtain your personal data in a
commonly used machine-readable format in certain circumstances.
● Right to Object: You can object to the processing of your personal data.
● Right to Lodge a Complaint: You have the right to lodge a complaint with the
Information Commissioners Office (ICO).
You can typically access, review, and update your personal information through your ATS
account or personal portal link provided to you.
6. Contact Information
For any questions or requests relating to this Privacy Policy or the processing of your
personal data, please contact us at careers@seniorhomecaregroup.co.uk.
Our Data Processor's Data Protection Officer is Mike Orant, who can be reached at
dpo@tribepad.com.